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The Automated Library II

Sarte Systems

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MINI FLOPPY DISK

The Automated Library II

Sarte Systems sno Manitoba st. #202

Playa del Rey, CA 90293
(213) 822-8612

SARTE SYSTEMS EDEAIUEJR Puie<s EJst

•The Automated Library n... $200.00

Documentation only $20.00

(price may be applied to the purchase of a system)

Box of 5000 book labels $70.00

Box of 5000 student labels $40.00

Bar-code Wand $100.00

PURCHASE ORDERS ACCEPTED

SARTE SYSTEMS

8110 Manitoba Street #202
Playa del Rey, CA 90293

We only sell The Automated Library II directly to you through

the mail.

This allows us to sell to you at our "factory direct price" without dealer mark-ups.
That is why The Automated Library II is the least expensive bar-code system, but it is
also the most powerful, easiest to use system.

You don't have to learn 'computerese' to use this system.

Everything you do is in simple English. There are no bar-code numbers or book
numbers to confuse you or your workers. Everything you can do is shown on a
menu; all you do is select which option you want. You don’t have to remember any
special codes, or procedures. You can’t get into trouble because the computer checks
everything that you do, and if it finds an error it stops and warns you.

There are no constraints on the number of items in your library.

The only limitation is that students must be assigned to a homeroom or other class for
record keeping purposes, but this assignment may be completely artificial since it is
only a way of keeping the file size small. The program works best with 200 to 3,000
students if you have floppy disks, although more students will simply cause the
program to take a little longer to update every day. With a hard disk, you can have up
to 9000 students. Daily updates must be run every day that items are circulated, and
this takes about 10 minutes per 1000 students, using floppy disks. If you have a hard
disk, the update run 5-10 times as fast.

You can use floppy diskettes or a hard disk.

The program works equally well with both, or you can even use floppy disks to start,
and then change over to a hard disk just by copying your data to the new disk! There
is no upgrade cost, or extra work. So you know you have room to grow.

100% Guaranteed!

If you purchase our system and are dissatisfied, you may return the system within 30
days, and you will receive a full refund . Of course we would prefer you to give us a
chance to solve any problem you may have first When you purchase a system you
will receive my phone number, where you can leave a message, and I will call you
with technical assistance within 24 hours. We do all this because we believe we have
the best system you can buy. Try us and see for yourself!

Gregory Gibbons, Owner

THE SARTE SYSTEMS AUTOMATED LIBRARY II:

•Automates the daily circulation of books, overdue lists, and fines.

Books are checked in and out with computer accuracy.

Students appear on the overdue list the day a book is overdue.

Fines are calculated daily, and printed on the overdue list.

There are no book cards to be misplaced or put in the wrong book (no snags’) .
Students with overdue books cannot check out more books without explicit
permission.

Errors are reduced because repetitious clerical tasks are eliminated.

Only the books which are checked out are recorded on disk- no Floppy
Shuffling!

•Creates bibliographies on disk which can be printed at any time.

•Gives the librarian (or teacher) instant information on any student.

Students checking out of school can be cleared easily and quickly.

English teachers can monitor their students.

•Lets students learn computer literacy while checking books in and out.

•Is "user friendly", and can be used by students within minutes.

•Overdue books are returned sooner.

THE AUTOMATED LIBRARY II

From Sarte Systems includes these utilities:

•It prints machine readable bar codes for books.

•It prints machine readable bar codes for students.

•It reads bar codes to check books in or out, or to pay fines.

•It updates all information every night.

•It prints out an overdue list at any time.

•It summarizes daily circulation by Dewey Decimal number.

•It will print or display any class with students and books.

•Information may be manually altered, if desired.

•It reads bar codes to create bibliography files, which may be saved.

•It calculates fines automatically.

•It allows IOUs.

•It automatically creates a backup for all information. Backup information may be
kept for as long as desired!

SARTE SYSTEMS

8110 Manitoba Street #202

THE AUTOMATED LIBRARY H Price List

•The Automated Library n............................. $495.00

Documentation only $30.00

(price may be applied to the purchase of a system)

Box of 5000 book labels $100.00

Box of 5000 student labels $50.00

Bar-code Wand $149.95

ALSO REQUIRED: FROM ANY COMPUTER DEALER
•Apple lit or ATARI 800, 800XL OR 1200XL computer.

•2 compatible disk drives.

•1 computer monitor (Atari version requires a monitor with soundl or TV.

•EPSON MX-80 WITH GRAFTRAX, MX-80FT, RX80 or other Epson dot matrix printer with
graphics, or GEMINI 10X printer, or Apple Imagewriter or Dot Matrix printer.

•Printer interfaces for the Apple lit:

Grappler Dumpling Wizard Apple PIC Dispatcher (Serial)

•Floppy diskettes.

•Printer paper.

•Additional printer ribbon.

PURCHASE ORDERS ACCEPTED

All the above are subject to 6.5% sales tax in California. We will pay the shipping charges. Computer equipment
must be purchased from a computer dealer. Prices subject to change without notice. Apple lit, and
Imagewriter are Trademarks of Apple computer, Inc. Atari 800/800XL, 1200XL are registered trademarks of
The New Atari Corporation. Epson, MX-80, RX-80 AND GRAFTRAX are registered trademarks of
EPSON AMERICA, INC. Gemini 10X is a registered trademark of Star Micronics, INC.

The Automated Library II
by SARTE SYSTEMS

The easy, powerful, fast, and accurate way to manage circulation (and print
bibliographies and take inventory!) is also one of the least expensive fully automated
bar-code computer systems available today!

You don't have to learn 'computerese' to use this system.

Everything you do is in simple English. There are no bar-code numbers or book
numbers to confuse you or your workers. Everything you can do is shown on a
menu; all you do is select which option you want. You don't have to remember any
special codes, or procedures. You can't get into trouble because the computer checks
everything that you do, and if it finds an error it stops and warns you.

There are no constraints on the number of items in your library.

The only limitation is that students must be assigned to a homeroom or other class for
record keeping purposes, but this assignment may be completely artificial since it is
only a way of keeping the file size small. The program works best with 200 to 3,000
students if you have floppy disks, although more students will simply cause the
program to take a little longer to update every day. With a hard disk, you can have up
to 9000 students. Daily updates must be run every day that items are circulated, and
this takes under 10 minutes per 1000 students, using floppy disks. If you have a hard
disk, the update runs 5-10 times as fast.

You can use floppy diskettes or a hard disk.

100% Guaranteed!

If you purchase our system and are dissatisfied, you may return the system within 30
days, and you will receive a full refund . Of course we would prefer you to give us a
chance to solve any problem you may have first. When you purchase a system you
will receive my phone number, where you can leave a message, and I will call you
with technical assistance within 24 hours. We do all this because we believe we have
the best system you can buy. Try us and see for yourself!

Gregory Gibbons, Owner

THE SARTE SYSTEMS AUTOMATED LIBRARY II:

•Automates the daily circulation of books, overdue lists, and fines.

Books are checked in and out with computer accuracy.

Students appear on the overdue list the day a book is overdue.

Fines are calculated daily, and printed on the overdue list.

There are no book cards to be misplaced or put in the wrong book (no_snags).
Students with overdue books cannot check out more books without explicit
permission.

Errors are reduced because repetitious clerical tasks are eliminated.

Only the books which are checked out are recorded on disk- no Floppy
Shuffling!

•Creates bibliographies on disk which can be printed at any time.

•Gives the librarian (or teacher) instant information on any student.

Students checking out of school can be cleared easily and quickly.

English teachers can monitor their students.

•Lets students learn computer literacy while checking books in and out.

•Is "user friendly", and can be used by students within minutes.

•Overdue books are returned sooner.

THE AUTOMATED LIBRARY II

From Sarte Systems includes these utilities:

•It prints machine readable bar codes for books.

•It prints machine readable bar codes for students.

•It reads bar codes to check books in or out, or to pay fines.

•It updates all information every night.

•It prints out an overdue list at any time.

•It summarizes daily circulation by Dewey Decimal number.

•It will print or display any class with students and books.

•Information may be manually altered, if desired.

•It reads bar codes to create bibliography files, which may be saved.

•It calculates fines automatically.

•It allows IOUs.

•It automatically creates a backup for all information. Backup information may be
kept for as long as desired!

SARTE SYSTEMS

THE AUTOMATED LIBRARY H Price List

♦The Automated Library n............................. $495.00

Documentation only $30.00

(price may be applied to the purchase of a system)

Box of 5000 book labels $100.00

Box of 5000 student labels $50.00

Bar-code Wand $149.95

ALSO REQUIRED: FROM ANY COMPUTER DEALER
•Apple lit or ATARI 800, 800XL OR 1200XL computer.

•2 compatible disk drives.

♦1 computer monitor (Atari version requires a monitor with sounds or TV.

•EPSON MX-80 WITH GRAFTRAX, MX-80FT, RX80 or other Epson dot matrix printer with
graphics, or GEMINI 10X printer, or Apple Imagewriter or Dot Matrix printer.

•Printer interfaces for the Apple lit :

Grappler Dumpling Wizard Apple PIC Dispatcher (Serial)

•Floppy diskettes.

•Printer paper.

•Additional printer ribbon.

PURCHASE ORDERS ACCEPTED

SARTE SYSTEMS

THE AUTOMATED LIBRARY H Price List

•The Automated Library II. $495.00

Documentation only $30.00

(price may be applied to the purchase of a system)

Box of 5000 book labels $100.00

Box of 5000 student labels $50.00

Bar-code Wand $149.95

ALSO REQUIRED: FROM ANY COMPUTER DEALER
•Apple //e or ATARI 800, 800XL OR 1200XL computer.

•2 compatible disk drives.

•1 computer monitor (Atari version requires a monitor with sound! or TV.

•EPSON MX-80 WITH GRAFTRAX, MX-80FT, RX80 or other Epson dot matrix printer with
graphics, or GEMINI 10X printer, or Apple Imagewriter or Dot Matrix printer.

•Printer interfaces for the Apple //e:

Grappler Dumpling Wizard Apple PIC Dispatcher (Serial)

•Floppy diskettes.

•Printer paper.

•Additional printer ribbon.

PURCHASE ORDERS ACCEPTED

SARTE SYSTEMS

8110 Manitoba Street #202
Playa del Rey, CA 90293

We only sell The Automated Library II directly to you through

the mail.

You don't have to learn 'computerese' to use this system.
Everything you do is in simple English. There are no bar-code numbers or book
numbers to confuse you or your workers. Everything you can do is shown on a
menu; all you do is select which option you want. You don’t have to remember any
special codes, or procedures. You can't get into trouble because the computer checks
everything that you do, and if it finds an error it stops and warns you.

There are no constraints on the number of items in your library.

The only limitation is that students must be assigned to a homeroom or other class for
record keeping puiposes, but this assignment may be completely artificial since it is
only a way of keeping the file size small. The program works best with 200 to 3,000
students if you have floppy disks, although more students will simply cause the
program to take a little longer to update every day. With a hard disk, you can have up
to 9000 students. Daily updates must be run every day that items are circulated, and
this takes about 10 minutes per 1000 students, using floppy disks. If you have a hard
disk, the update run 5-10 times as fast.

You can use floppy diskettes or a hard disk.

100% Guaranteed!

Gregory Gibbons, Owner

THE SARTE SYSTEMS AUTOMATED LIBRARY II:

•Automates the daily circulation of books, overdue lists, and fines.

Books are checked in and out with computer accuracy.

Students appear on the overdue list the day a book is overdue.

Fines are calculated daily, and printed on the overdue list.

There are no book cards to be misplaced or put in the wrong book (no snagsL
Students with overdue books cannot check out more books without explicit
permission.

Errors are reduced because repetitious clerical tasks are eliminated.

Only the books which are checked out are recorded on disk- no Floppy
Shuffling! V

•Creates bibliographies on disk which can be printed at any time.

i * t

•Gives the librarian (or teacher) instant information on any student.

Students checking out of school-can be cleared easily and quickly.

English teachers can monitor their students.

•Lets students learn computer literacy while checking books in and out.

•Is "user friendly", and can be used by students within minutes.

•Overdue books are returned sooner.

THE AUTOMATED LIBRARY II

From Sarte Systems includes these utilities:

•It prints machine readable bar codes for books.

•It prints machine readable bar codes for students.

•It reads bar codes to check books in or out, or to pay fines.

•It updates all information every night.

•It prints out an overdue list at any time.

•It summarizes daily circulation by Dewey Decimal number.

•It will print or display any class with students and books.

•Information may be manually altered, if desired.

•It reads bar codes to create bibliography files, which may be saved.

•It calculates fines automatically.

•It allows IOUs.

•It automatically creates a backup for all information. Backup information may be
kept for as long as desired!

SARTE SYSTEMS

8110 Manitoba Street #202

THE AUTOMATED LIBRARY H Price List

The Automated Library H............................. $495.00

Documentation only $30.00

(price may be applied to the purchase of a system)

Box of 5000 book labels $100.00

Box of 5000 student labels $50.00

Bar-code Wand $149.95

ALSO REQUIRED: FROM ANY COMPUTER DEALER
Apple lie or ATARI 800, 800XL OR 1200XL computer.

2 compatible disk drives.

1 computer monitor (Atari version requires a monitor with sound! or TV.

•EPSON MX-80 WITH GRAFTRAX, MX-80FT, RX80 or other Epson dot matrix printer with
graphics, or GEMINI 10X printer, or Apple Imagewriter or Dot Matrix printer.

•Printer interfaces for the Apple //e:

Grappler Dumpling Wizard Apple PIC Dispatcher (Serial)

•Floppy diskettes.

•Printer paper.

•Additional printer ribbon.

PURCHASE ORDERS ACCEPTED

All the above are subject to 6.5% sales tax in California. We will pay the shipping charges. Computer equipment
must be purchased from a computer dealer. Prices subject to change without notice. Apple //e, and
Imagewriter are Trademarks of Apple computer, Inc. Atari 800/800XL, 1200XL are registered trademarks of
The New Atari Corporation. Epson, MX-80, RX-80 AND GRAFTRAX are registered trademarks of
EPSON AMERICA, INC. Gemini 10X is a registered trademark of Star Micronics, INC.

SARTE SYSTEMS

8110 Manitoba Street #202
Playa del Rey, CA 90293

The terms J
is a registe

Ufa® AmtoiiMedl IL31bir®ipy 3IH

©Sarte Systems, 1984

^pple //e, and ProDQS, are tmdemarks ©fj&pte Cemputt lic.’ Mri
mi trademark of The New Atari CoipoiM^np'This program asd th t
documentation are copyright, 1984 by Sarte Systems. »•. - .

•’A:

TABLE OF CONTENTS

1) OVERVIEW OF THE SYSTEM. 1-1

2) GETTING STARTED. 2-1

3) TYPING BOOK BAR-CODES. 3-1

4) SETTING UP TEACHER FILES. 4-1

5) PREPARING STUDENT ID BAR-CODES. 5-1

6) AUTOMATING THE CHARGING DESK. 6-1

7) RUNNING THE DAILY UPDATE. 7-1

8) SEARCHING AND EDITING TEACHER FILES. 8-1

9) CHANGING STUDENTS TO NEW CLASSES. 9-1

10) CREATING BIBLIOGRAPHIES and INVENTORY. 10-1

APPENDICES:

A) SOLVING PROBLEMS. A-l

B) SYSTEM FILE NAMES. B-l

C) USING DOS, AND HARD DISKS. C-l

CHAPTER I—OVERVIEW OF THE SYSTF.M

ciMFinm ©me

OVERVIEW OF THE SYSTEM
WHAT THE AUTOMATED LIBRARY II DOES:

The AUTOMATED LIBRARY II is a computer-based system for the circulation of
books and other materials in school libraries. It uses bar-codes, similar to the
familiar UPC (Universal Product Code) found on groceries and many other
products today, to record transactions on a floppy diskette. A bar-code label is
printed for each student and fastened to the student's ID card. Bar-code labels are
also printed and fastened to every piece of circulating material. During check-out, a
bar-code reader-wand connected to the computer is passed across the student's ID
bar-code and then across the bar-code in the book. The computer records the
transaction and saves it to a disk. A back-up copy of the disk, for protection, is
made at the same time. To check in a book, the reader-wand is passed across the
book bar-code only.

This system provides a fast and reliable charging method as well as automatically
producing daily overdue lists and a daily summary of circulation by Dewey Decimal
number. The overdue list prints the student's name and class and the book title as
well as the amount of fine due. A search procedure enables the librarian to see all
books and library fines currently charged to any student. Also, a student who has an
overdue book is prevented from checking out additional books except with the
librarian’s permission.

The librarian can make bibliographies on any subject by collecting the appropriate
books and passing the reader-wand over each book’s bar-code. Each bibliography
can be stored on disk and modified and/or printed at any time.

Inventory can be taken simply by making a bibliography file of each section of the
library. These "bibliobgraphies" will then actually constitute a shelf list. After the
first shelf list is made, subsequent shelf lists can be compared, and a list of new
books and missing books is automatically printed.

Students must be assigned to a class or group, for example the English teacher or
homeroom teacher. Student ID numbers and a teacher code are assigned and
recorded on a floppy disk and then printed in bar-code on labels which are fastened
to the back of each student's ID card.

This system is not intended to print catalog cards or book annotations.

1-1

ABOUT THIS MANUAL:

This manual has been organized so that it begins with the easiest introduction
to the system, and then progressively deals with more and more complex topics.

For those who feel adventurous, the program is very user-friendly, and it is not
necessary to follow the manual if you want to plunge ahead, trying options. Come
back to the manual when you are done trying things out, since there is useful
information here which cannot be obtained from the menus.

Whenever a group of topics (such as a list of steps) are functionally related in
this manual, they have been moved to one page wherever possible; this accounts for
some of the pages which have large amounts of white space at the bottom. You are
encouraged to photocopy pages with step by step instructions for use at the desk.

In addition, the manual has been printed on one side only, so that the facing
sheet may be used for any notes you may wish to add to the documentation.

Where the manual talks about what you should see on the screen, a picture is
shown of the relevant prompt. The pictures do not show the entire screen, since
other information is not cleared by the program. If you see the relevant prompt on
the screen, you are in step with the documentation.

Wherever you are asked to enter something at the keyboard, what you should
enter is printed in BOLDFACE.

Information that is printed on the screen is shown as a picture of the screen in
this manual. Wherever possible, this manual tries to accurately show the
information just as it will appear on your screen. Sometimes there is information
on your screen which is not related to the prompt which is shown in the manual. If
so, you can assure yourself that you are in step with the manual if what is shown in
the manual is the last (bottom) thing on the screen.

Also, in some cases the Apple and Atari versions of the program have slightly
different information on the screen. In such cases the Apple screen is shown. If you
are using an Atari, the prompts should be similar, and recognizable from the
manual, but may not be identical.

Note from the Author: This disk is NOT copy protected! We suggest that you
immediately copy the original disk, and put it safely away, using the copy for
everyday use. We have done this against the precedent of most of the software
industry, because we feel the program is more useful to you if you can be assured of
backup copies whenever you need them. Of course you can still obtain Backup
copies of the Program from Sarte Systems, if you need them.

We do fervently ask that you do not copy the program for other libraries, or accept
copied programs from other libraries. Thank you.

This software is guaranteed to satisfy you. If for any reason you decide you do not
want to keep this package, please return the entire package to Sarte Systems within
30 days for a complete refund. However, if you like the package, but would like
some aspect of it changed, please feel free to contact me at the phone number below.
If you explain what you would like to see, there is every chance we can provide it
for you, as long as it works within the basic premise of the program.

Finally, if you have problems either understanding the manual or the program, or if
you encounter a problem not covered by the manual, please call me at the phone
number below. This phone number is my home phone, so please call between 7:00
A.M. and 9:00 P.M. Pacific time. You may receive an answering machine, if I am
out, butif you describe the problem, I will try to have an answer ready for you when
I call you back, and I will try to call you within 24 hours.

I am: Gregory Gibbons

Phone: (213)822-8612. Again, please call between 7:00 A.M. and 9:00 P.M.

Pacific time. Thank you.

iii

CHAPTER I—OVF.R VTF.W OF THE SYSTEM

SYSTEM REQUIREMENTS

You will need all of the following:

From SARTE SYSTEMS
--This instruction manual.

-The AUTOMATED LIBRARY II Program.

--A Bar-code reader-wand.

HARDWARE REQUIREMENTS
One of the following microcomputers:

—Apple //e -or- Atari (800, 800XL, 1200XL) computer with at least 48K RAM
—Two compatible floppy disk drives, or a hard disk and one floppy drive.

—Video monitor, either color or monochrome (with sound,if you have an Atari) or
3. TV set

-Printer: Epson MX-80, MX-80FT, MX-100 with Graftrax Plus, RX-80,

FX-80, or FX-100; or Star Gemini 10X or 15X (or any Epson-Compatible
printer with Graphics capability), or Apple Imagewriter or Apple dot-matrix.
—The appropriate controllers, (Printer interface if you have an Atari). NOTE: you
do mil need a graphics controller card for an Apple computer.

The program will work with the following printer interface controllers for the
Apple //e:

Wizard IPI

Grappler

Dumpling

Apple Peripheral Interface Controller
Dispatcher (serial interface for the Imagewriter).

More interfaces will be added, so write us if you have a different printer
interface.

SUPPLIES

—Twenty (20) first quality single sided soft-sectored 5 1/4" floppy disks. (You
will only use 4-5, the rest are for backups!)

—Extra printer ribbon.

—Printer paper.

-Student ID labels 2 1/2" X 15/16" *

-Book labels 5" X 1 7/16"*

RECOMMENDED

—An extra disk drive available as back-up should one of the system drives need
repair.

•Available from Sarte Systems.

1-2

CHAPTER I—OVERVIEW OF THE SYSTEM

OVERVIEW OF THE SYSTEM:

The primary function of The Automated Library II is to automate the circulation of
library materials. It is a system which will allow you to maintain information
on every student in your school, and to give you easy and rapid access to that
information.

The system has great power and flexibility, and therefore there are a great number
of different things you can do—hence the size of this document. However, the
system is really very easy to use, and you do not have to memorize the
commands in this manual. The rest of this manual will explain in detail about
this system. Before you read about all the things you can do, here is a quick
overview of a normal day.

The first thing in the morning you insert the program diskette into the computer and
turn it on. Answer a couple of questions, put the two Daily Disks in the disk
drives, and then the system will initialize itself.

When this is done, you will be presented with the main menu. At this point you may
print the overdue list, or you can help some students if they are waiting and then
print the overdue list. For the rest of the day, you can just leave the computer
on. When a student wants to check books in or out, or pay an IOU, the desk
worker selects that mode on the computer, reads a couple of bar-codes, and then
presses Control-Q (BREAK on Atari), which returns you to the main menu.

If several students want to check out books, all of them may be done in rapid
succession before exiting.

Most questions about overdue books can be handled with the overdue list. It tells
you which students have overdue books, when they were due, what is owed, how
much the book cost, and if the book was returned. If the book was returned but
an IOU was made, the name of the book is followed by an 'R'. To handle a few
changes (such as a student who is checking out of school) you will remove one
Daily Disk, put in a Teacher Disk, and then you can view (or print) the student’s
record and all his books directly. Everything is in plain English!

At the end of the day, you tell the computer to run the Daily Update. The computer
asks you a couple of questions, then tells you to put the Teacher Disks in one
drive and the Daily Disk in another. Then the computer will update every
student's record in the school. This will take 5-30 minutes, depending on the
size of your school (it is fastest with a hard disk!).

After the Daily Update is done, you should back up the Teacher disks, put
everything away, and go home.

1-3

CHAPTER I—OVERVIEW OF THE SYSTEM

That's all there i£ to it. Of course you can change the order you do these things, like
making backups in the morning if you have more time, or checking out books
after the daily update. The bulk of the work is checking books in and out, and
taking care of fines and overdues. Students can do this work, freeing you to
attend to other matters.

Note: It is our intention to provide continued support for the Automated Library
II, and through continued improvements to make this the best computerized
circulation system available.

To this end, we would appreciate your comments on any or all of the
following:

• Ways to improve the program.

• Errors in the program or documentation.

• Your experiences with the program, which may be useful to others.

Please send correspondence to:

Sarte Systems
8110 Manitoba St. #202
Playa del Rey, CA 90293
Attn: Library Users

1-4

CHAPTER 2-GETTING STARTED

CIHIAnnEE TWO

GETTING STARTED

When you first receive your Sarte Systems AUTOMATED LIBRARY II Program,
you will want to practice using its various functions before you install the system to
record your library circulation. This chapter will take you through all of the
procedures step-by-step, using just five books, five students, and two teachers.

SET UP THE COMPUTER

If you are not familiar with the computer, disk drives and printer, please refer to
the user’s manuals. They contain instructions and diagrams for setting up your
computer system. The printer manual and instructions with the interface will show
you how to connect them and how to load paper into the printer. If you have an
Atari, set the disk drives to Drive 1 and Drive 2.

FORMAT SOME DISKS

You must also have a supply of soft-sectored, single-sided, double-density 5 1/4"
floppy diskettes. Before using these you must format or initialize them. Refer to
Appendix C, Using DOS for instructions on this procedure.

If you are using an Apple //e, boot the program, and when you are shown the
Title card, press Control-Q then press RETURN. This will cause the Filer
program to be run, which you can use to format some new disks.

If you are using an Atari, you must boot DOS from another disk in order to
format your disks. Refer to Appendix C.

For practicing the procedures in this chapter you will need to format three new
diskettes. Two of these will be named LIB1 and LIB 2 and will be used for
recording student ID's and charging transactions. The third diskette will be named
TCH1. which will store teacher class lists and to which the daily transactions are
transferred during the Daily Update. Use the labels that came with the diskettes (or
some student ID labels) to label them "LIB1", "LIB2", and "TCH1".

ProDOS on the Apple //e requires volume names for all disks. When you format the
disks using the Filer, use LIB1, LIB2, and TCH1 as the volume names for the disks.
Later if you need more than one teacher disk, name it and label it TCHn where n
represents a number between 1 and 9. You cannot skip numbers, i.e. if there is a
TCH4 there must be a TCH3.

2-1

CHAPTER 2-GETTING STARTED

ProDOS on the Apple //e does not require a diskette to be in any particular drive.
The program prompts do tell you to put diskettes into particular drives. There is no
requirement that you use the drives asked for by the program; the program will be
able to read and write diskettes regardless of which drive they are in. However,
when a diskette problem occurs, the program attempts to tell you which disk has
gone bad. These messages will lead you to the wrong diskete if you have not put the
diskettes in the drive asked for by the program.

A TUTORIAL

After you have some diskettes formatted, and the program loaded, we will print
some sample book bar-codes and some student ID bar-codes on printer paper
(rather than on labels). You can practice using the reader-wand and all of the other
functions of the program on these practice bar-codes. This program is designed to
be self-prompting. If you read and follow the directions shown on your screen, you
will be able to step through each of the program’s procedures without much reliance
on this instruction manual. There is nothing you can do at the keyboard which will
damage either the equipment or the progam, so you should feel free to follow the
screen prompts on your own and try each of the options offered on the main menu.
If you should become stuck at some point, look at the following summary of the
screen prompts and brief description of what you can expect from each of the five
modes on the Main Menu and the seven modes of the file Management Menu.

One thing to remember:

On the Apple: You can exit any mode or function by pressing Control-Q,

followed by RETURN if you are being asked for keyboard input.

On the Atari: You can exit any mode or function by pressing BREAK.

LOAD THE PROGRAM

Turn the monitor and printer on, and the computer off. (If you have an Atari, also
turn on the printer interface, and the disk drives.) Insert the program disk into
Drive One and close the door. Turn the computer on . The drive will activate and
"boot" the program into the computer memory. After a few seconds the program
title will appear on your screen.

2-2

CHAPTER 2-GETTING STARTED

INITIALIZING THE SYSTEM

When the program finishes loading, this is the first screen you will see on your
monitor or TV:

THE AUTOMATED LIBRARY II

PLEASE: REMOVE THE PROGRAM DISK,
INSERT/ILIB1/AND/LIB2/,

AND PRESS RETURN.

PRESS CONTROL-Q TO RUN FILER.

In order to proceed you must insert LIB1 and LIB2 into the Disk Drives and close
the drive doors. If you have an Atari, both drives must be turned on and connected,
and one drive must be set to drive two. Follow the screen prompt and press

RETURN.

On the Apple onlytThe first time you run the program, you will be asked what
kind of printer you have.

/ N

PLEASE SELECT YOUR PRINTER:

(A)PPLE DOT MATRIX

(E)PSON

(l)MAGEWRITER

V_ J

Type the appropriate letter, A, E, or I, and press RETURN.

Now you will be asked to type a letter for your interface. It is important that you
know which interface you have, because the program could hang up' if a different
one is installed than the one the program thinks is installed. This isn't a real
problem, because you can simply restart by turning the computer off, and reloading
the program. Type the appropriate letter from the list shown in the menu: A, W, D,
G, orU.

2-3

CHAPTER 2-GETTTNG STARTED

PLEASE SELECT YOUR PRINTER INTERFACE:

(A)PPLE
(W) IZARD IPI
(D)ISPATCHER
(G)RAPPLER
D(U)MPLING

YOUR DRIVERS WILL BE WRITTEN
TO THE PROGRAM DISK.

PLEASE BE SURE IT IS NOT PROTECTED.

TYPE THE APPROPRIATE LETTER, AND PRESS
RETURN.

V_ J

As the prompt says, make sure the program disk (or copy) is in the drive before you
press RETURN, because the drivers will be written to the program disk.
Henceforth, you will not see these prompts- the computer will read your printer and
interface data from the disk automatically.

If you want to change printers or interface: Run the Filer program, and
delete the file named "DRIVERS" from the program disk. This will cause the
program to ask you for printer and interface data the next time it runs.

On the Atari only: You will see the following prompt

IS THE PRINTER RIBBON NEW?

Unless your printer ribbon is fairly new, press N and RETURN. This will cause
the printer to double-print the bar-code for better quality.

On both systems. Next you will see the folowing prompt:

PLEASE TYPE THE NEXT STUDENT ID NUMBER

TO ASSIGN.

2-4

CHAPTER 2-GETTING STARTED

Enter 0001 and press RETURN. You do need to type all four digits, even if there
are leading zeros. The highest possible student ID number is 9999. You will not
receive this prompt again unless you begin over with newly formatted disks, since
the program records the last used ID number and begins again with the next one.

Both disk drives will activate as they set up the files for the two disks to receive data.
Soon the main menu screen will appear:

THE AUTOMATED LIBRARY II
Copyright SARTE SYSTEMS
PLEASE SELECT MODE (1-5)?

1) PRINT BOOK ID

2) PRINT STUDENT ID

3) CHECKOUT BOOKS

4) CHECK IN BOOKS

5) FINE PAYMENT

V_ J

First practice printing bar-codes for book titles. Check that the paper is positioned
and the printer and interface are on. Then select option (1) from the menu by
pressing 1 (NOT 1 or I!), then RETURN.

WHAT IS THE TITLE?

LETTERS OR SPECIAL CHARACTERS ONLY
SPECIAL CHARACTERS ARE * - . ? OR ’

IT CAN BE THIS LONG:

Type GONE WITH THE WIND. Press RETURN.

2-5

CHAPTER 2-GETTING STARTED

WHAT IS THE CALL NUMBER OR AUTHOR?

A CALL NUMBER MUST BE THREE NUMBERS,
A PERIOD, THEN MORE NUMBERS.

IF THERE IS ROOM, YOU CAN ADD A SPACE
FOLLOWED BY THE AUTHOR'S INITIALS.

IF IT IS A FICTION BOOK,

TYPE THE AUTHOR'S NAME.

IT CAN BE THIS LONG:

Type MITCHELL then press RETURN.

—

WHICH COPY IS IT? (1-99)

Type 3 and press RETURN.

WHAT IS THE PRICE?

ENTER AS ($$.CC)

Type 09.57 and press RETURN.

r GONE WITH THE WIND
03 09.57

IS THIS CORRECT?

MITCHELL

Answer the prompt with Y (or N) and press RETURN.

The printer should begin to print two lines of bar-code, and between them in
condensed type, the human-readable characters for the same information. You will
notice that the disk drives do not operate during this procedure. No computer
record is made for the book information since its only purpose is to create the
bar-code.

2-6

LHAPTER 2-GETTING STARTED

Now type in two more fiction entries and print the bar-codes. As you noticed in the
prompt, there are limitations: Numbers in the title must be spelled out (TEN
THOUSAND LEAGUES, for example) and the only punctuation permitted is the
asterisk, dash, period, question mark, or apostrophe. Since many titles when
written in full will exceed the 23 character limit, you may wish to use the asterisk to
denote omitted words.

Non-fiction bar-codes. For non-fiction titles the author line becomes the call
number. Enter the classification number in the following form: XXX.XXXX X in
which the first three numbers are the Dewey number followed by a decimal point.
After the decimal point you have the option of entering up to five more digits or you
may instead enter a space and up to three letters of the author's name in UPPER
CASE.

Below are examples of several ways call numbers may be entered:

RIGHT WRONG REASON

509. HAI 509 HAI NO DECIMAL POINT

598.1 TIMO 598.1TIMO NO SPACE

621.3806 A 621.3806 AB TOO MANY CHARACTERS

Print several non-fiction bar-codes until you have a total of at least five.

To quit on the Apple: press Control and Q, then Return.

On the Atari: Since you will probably be using the computer to print hundreds of
book bar-codes in a short space of time, the program has a safeguard to keep the
typist from accidentally exiting the PRINT BOOK ID mode. To exit this mode,
hold down the START, SELECT, and OPTION keys at the same time you press
the RETURN key. Do this while the WHAT IS THE TITLE ?... prompt is on the
screen and you will return to the main menu.

Now select mode 2:

PRINT STUDENT ID

When you press RETURN you will see this prompt:

PLEASE TYPE NAME

Type RODRIQUEZ, JEREMIAH

2-7

CHAPTER 2-GETTING STARTED

TEACHER?

Type ADA. This is a three letter code for the English, homeroom, or other
teacher. For this practice we will enter Adams as ADA and Brown as BRO.

r PERIOD?

_ J

Type 1. This is the period that the student has this teacher. Numbers 0 through 9
will be accepted.

r STUDENT GRADE?

_ J

Type 7. Any grade K through 13 will be accepted, or any one or two character
combination of numbers and/or letters.

When you press RETURN the computer responds with

r RODRIQUEZ, JEREMIAH ADA 1 7 ^

IS THIS CORRECT?

V_ J

Respond by pressing Y, then RETURN.

The printer will print a short bar-code and under it in condensed type will print all
the information you just typed in. On the third line will be printed the ID number
which the computer has assigned in sequence.

Type in several more student ID’s, but assign all of them to Adams period 1 or
Brown period 2 (ADA 1, BRO 2). You will notice that after you have typed in two
or three students, the disk drives will operate and these names and ID numbers will
be recorded on the disks.

2-8

CHAPTER 2-GETTING STARTED

To exit the PRINT STUDENT ID mode press the Control-Q and Return on the
Apple, or the BREAK key on the Atari. The disk drives will operate and you will
be returned to the main menu.

Now select Mode 3:

CHECK OUT BOOKS

Remove your sample book and student ID bar-codes from the printer and place the
sheet on a firm, flat surface. You should have a Bar-code reader with a long cord
attached. Also, you should have a short cord with a connector at each end.

If you are using an Apple, you must use the short cord, which is an adapter for the
computer. There should be a red mark at one end of the short cord. This end
should be plugged into the controller port found at the lower left comer of the
computer as you face the back.Plug the connector on the reader-wand cord into the
adapter cord.

On the Atari, do not use the adapter at all. Plug the reader-wand connector into the
left-hand port on the front of the 800 or the nearest port on the right side of the
800XL (controller port 1). If you look into the end of the reader-wand you should
see a tiny red glow. Don't worry, it is not a laser and it cannot hurt your eyes!

After you select option 3 from the main menu and press RETURN, the screen will
display this message (after the main menu):

OK TO CHECK OUT BOOKS (ID FIRST!)

V_ J

The student's ID must be read first as a safeguard against being in the wrong mode.
If you think you’re checking in books you will read the book bar-code, and the
computer will tell you something is wrong. You may try reading a book bar-code
now just to see what will happen. When you get the error message, press
Control-Q, and Return (BREAK on the Atari), then select Option 3 again and
press RETURN.

Now check out a book. Holding the wand like a pen, pass it lightly and smoothly
from left to right across the first student ID bar-code. If you did it correctly you
will be rewarded with a chirp. (Atari an Apple lie users: Is the monitor volume
turned up enough to hear?). If you hear a growl, you must try again.

2-9

_ CHAPTER 2-GETTING STARTED

Now pass the wand across the first book bar-code the same way, first across the top
bar, then the one under it.

Again you will get a chirp on the top bar-code and a double chirp on the lower
bar-code if the wand has read both bar-codes correctly. The double chirp means
that the book has been checked out. The title, author, copy number, and price of the
book will appear on the screen, and below this you will again get the prompt, OK
TO CHECK OUT BOOKS.

If you get a chirp each time you read the bar-code, but the computer is unable to
decode the bar-code, you will hear a growl from the monitor, and the screen
prompt will say,

^ THE TITLE IS INCORRECT. ^

PLEASE READ AGAIN.

V_ J

It may require a few minutes of practice with the reader-wand before you get the
knack of making a correct pass almost every time. The angle of the wand, the speed,
smoothness, and the beginning and ending places all have some effect. Do not
become discouraged. Keep trying as you make minor changes in one of the above
conditions at a time. Once you begin to succeed, it will seem very natural and you
will have no further trouble.

Hints to make it easier to read bar-codes.

1) When printing the bar codes, leave about 1/2" (if possible) of blank space to the
left of the bar code. This allows the wand a small area to 'get up to speed'.

2) Place the wand well before the first bar, (but not off the label) when you start,
and finish the read well after the last bar. This helps you maintain a constant speed
while the wand is actually reading the bars.

3) Try to maintain a constant smooth speed across the bar-code. It doesn't help to go
really fast, or really slow.

4) Make sure the wand is clean. The black tip can be unscrewed for cleaning, and
the glass on the tip can be cleaned with a soft cloth.

5) Make sure the bar-codes are dark, but not smeared, or dirty.

2-10

CHAPTER 2-GETTING STARTED

If a large number of trials does not result in even one correct check out read,
something may be wrong and you should turn to the Trouble Appendix before
proceeding.

Continue to check out each of the books for which you have printed bar-codes to the
students represented by the student ID bar-codes. You may notice that the disk
drives do not operate every time a book is checked out. Several check outs are kept
in the computer’s memory and then recorded on the disks at the same time.

To exit from the CHECK OUT BOOKS mode, press Control-Q (BREAK on the
Atari) and you will be returned to the main menu.

Now press 4 and RETURN to get into the check-in mode:

r CHECK IN BOOKS. (TITLES ONLY!) ^

V_ J

Most books are not checked in the same day they are checked out, but please check
one in anyway to see what happens. By now you have learned to make, as well as to
recognize, a good read with the wand. TITLES ONLY means that you do not read
the student ID for check ins, but you do read both bars of the book bar-code .

Exit to the main menu by pressing Control-Q or BREAK.

FINE PAYMENT

Select mode 5 and press RETURN. You may read the prompts for collecting
overdue fines, but practice in this mode will mean more after teacher files have been
set up. Details of the procedure are covered in Chapter 6.

Now press Control-Q (BREAK on the Atari) to return to the main menu.

FILE MANAGEMENT MENU

A password is required to get to the File Management Menu since all of the options
here should be performed by the librarian or a trained adult staff member. The
original password is WIZARD. Type this word from the main menu instead of
choosing modes 1-5. The password does not appear on the screen as you type it as a
way to help preserve its confidentiality. After you press RETURN you will see this
screen:

2-11

CHAPTER 2-GETTING STARTED

CHANGING PASSWORD.
PLEASE ENTER AS DESIRED:

Any word or combination of characters may be chosen, but it is best to choose a
short word that you can remember but that is not too obvious. When you type this
in, it will not appear on the screen, but will be recorded on /LIB 1/ when you press
RETURN. At this point you will be returned to the File Management Menu.

SARTE SYSTEMS
FILE MANAGEMENT
SELECT ONE OPTION:

1. DAILY UPDATE

2. CREATE TEACHER / PERIOD FILE.

3. SEARCH A FILE

4. CREATE A BIBLIOGRAPHY

5. PRINT OVERDUE LIST

6. PRINT A FILE

7. DUPLICATE DAILY DISKS

8. EXIT TO FILER

9. COMPARE INVENTORY
(RETURN FOR MAIN MENU)

When all of the transactions for one day have been completed, they must be
transferred from /LIB1/ to the Teacher Disk. To do this, the librarian must run the
Daily Update. When beginning however, the Teacher/Period files must be created
on the Teacher Disk. Select Option 2 and press RETURN.

PUT A TEACHER DISK IN DRIVE 2.
TYPE IN TEACHER/PERIOD (TTTP)
AND PRESS RETURN.

Remove /LIB 2/ disk from Drive 2 and insert the third disk you formatted (TCH1 if
you are using the Apple). This will become the teacher disk on which all of the
transaction records are stored. For this practice session, enter /TCH1/ADA1 for
Adams Period 1 (the /TCH1/ is the diskname). (For the Atari, simply type ADA1.)

2-12

CHAPTER 2—GETTING STARTED

/TCH1/ADA1

IS THIS CORRECT?

When you press Y and then Return, a file for Adams named ADA1 will be set up
on the Teacher Disk. All transactions involving students in this class will be written
to this file during the Daily Update each day. You need not be concerned about the
order in which you enter teacher files on a disk, since the program will alphabetize
them for you. However, if you have more than one teacher disk, the program
cannot alphabetize files over more than one disk.

Create a second teacher file by entering /TCH1/BR02 for Brown Period 2, and
typing Y in response to the prompt. Exit this option the normal way, by pressing
Control-Q and Return on the Apple, or Break on the Atari.

As you may have realized, you exit from all options or functions by pressing the
BREAK key on the Atari, and by pressing Control-Q and then Return on the
Apple. (The return is not necessary if you are checking books in or out, creating a
bibliography, or paying a fine.) Henceforth, this manual will just tell you to exit.

DAILY UPDATE

Select OPTION 1 and press RETURN. You will see this prompt:

^HOW MANY TEACHER DISKS ARE THERE? (1-9) >

_ J

Type 1 and press RETURN. When you get the system running, if you have more
than 800 students or 40 classes you will have to split your teacher files onto two or
more teacher disks. For now however, there is only one Teacher disk.

HOW MUCH IS THE FINE (FF.FF)?

2-13

CHAPTER 2-GETTING STARTED

Type in the amount of fine you charge per day. As the prompt says, you need to
type leading zeros, so if you want to charge a nickel, you would type 00.05. Press
Return.

WHAT IS THE TRANSACTION DATE ?

PLEASE ENTER AS (MM/DD/YY)

V_ J

THE TRANSACTION DATE refers to the day the transactions occurred, (not when
the books are due). The program uses this date to see if books are overdue. For
example, if you run the Daily Update at night, theTRANSACTION DATE will be
today’s date since the books were checked in and out today. If you are running the
Daily Update the next morning, you would type in yesterday's date since that is
when the transactions actually occurred (on Monday morning of course, it would be
Friday's date). Please note: this is NOT the date when books will be due!

Months and days less than ten must begin with a zero. For example, 02/01/84 is
February 1,1984. For now, type in today's date. During normal operation,
you may wish to run the Daily Update each night, or the following morning. The
date you enter here should be the date that all the transactions occurred, i.e. the
previous Friday if the update is being run Monday morning.

r WHAT IS THE DUE DATE?

Enter the due date in the same form as you entered the checkin date and press
RETURN. All books checked out during a single Daily Update will have the same
due date.

( PLEASE PUT /LIB1/ IN DRIVE 1, 'N

AND TEACHER DISKI IN DRIVE 2,

THEN PRESS RETURN.

V_ J

Your new Teacher Disk is already in Drive 2 and, unless you changed it, the disk in
Drive 1 is LIB1, so press RETURN.

Now both drives will operate as the data on LIB1 is entered into the teacher files on
the teacher disk in Drive 2.

2-14

CHAPTER 2-GETTING STARTED

The progress of the Daily Update will be shown on the screen as follows:

^ '\
ADDING NEW STUDENTS

READING IN CHECKINS

READING IN CHECKOUTS

READING IN IOUS PAID

ADA1

BR02

V_ J

When the update has finished, the screen will display this prompt:

/ \

PLEASE REMOVE THE TEACHER DISK AND
PLACE/LIB1/IN DRIVE 1,

AND PLACE TOMORROWS /LIB2/ IN DRIVE 2.

THEN PRESS RETURN.

\_ J

This prompt is asking you to put /LIB2/ back into Drive 2 before you press
RETURN again. As the day's transactions are successfully written to the teacher
disk(s), they are deleted from /LIB1/. Any data remaining in files on /LIB1/ at the
end of the Daily Update is the result of there being no match for the student or book
in any of the teacher files. These leftovers are reported to you on the screen at this
point.

FINES LEFT:

CHECKOUTS LEFT:

CHECKINS LEFT:

GONE WITH THE WIND MITCHELL 03 09.57
NEW STUDENTS LEFT:

THE DAILY UPDATE IS FINISHED.

PLACE THE PROGRAM DISK IN THE DRIVE,

AND PRESS RETURN TO RUN THE FILER.

TO QUIT, JUST TURN OFF THE COMPUTER.

_ J

(The above screen is slightly different on the ATARI. The last line is just a
reminder to back up the Teacher disks.)

2-15

CHAPTER 2-GETTING STARTED

Leftovers can be caused by several conditions which are discussed at length in
Chapter 7. You should have had one leftover in your practice Daily Update. The
book you checked in could not be found in any teacher file because it had not yet
been added to a file during a Daily Update. It will be checked in the next time you
run a Daily Update.

Running the Daily Update clears the Program out of computer memory so that the
computer may hold more books in memory at one time. Therefore it is necessary to
reload using the Program disk in order to return to the File Management Menu. If
you press RETURN, and put the program disk in the drive, FILER will be loaded
and run. This should speed up the process of making backups of the disks. To run
the Automated Library II again, simply quit the FILER, and when you are asked for
the name of the next program to run, type
/LIB1/LIB.SYSTEM.

On the Atari, simply re-boot the program disk, or a DOS disk:

1. Remove /LIB1/ and /LIB2/ from the drives.

2. Insert the Program disk in Drive 1. Turn the computer off, then on again.

3. When the Program has loaded, remove the disk and insert /LIB1/ and /LIB2/

in Drives 1 and 2.

4. After you get back to the Main Menu, type in your password to bring up the

File Management Menu.

Let's skip down to Option 6:

PRINT A FILE

You may print any file from a Teacher Disk, from /LIB1/ or /LIB2/, or from a
bibliodisk (bibliodisks are discussed in Chapter 10). Check that the printer is
ready, and press RETURN. The screen prompt asks

r WHICH FILE?

On the Atari: Since most files will be printed or searched from a teacher disk,
the program assumes Drive 2 if no drive number is entered. A file on a disk in
Drive 1 can be printed by entering Dlixxx.

On the Apple: Disks can be in any drive. When you are asked for a file name,
you must type the entire pathname, e.g. /LIB1/CKI for the Checkin file.

2-16

CHAPTER 2-GETTING STARTED

You can print the leftovers from the Daily Update by typing the name of any file
in which there were leftovers. Since there was a leftover in your Check In file,
type the file name, (either D1:CKI or /LIB1/CKI), and press RETURN. If
everything is turned on, the printer will immediately begin to print out
everything that is in that file . When printing has finished, you will be returned
to the File Management Menu.

Press Option 6 again, and this time type /LIB1/SUMM (D1:SUMM on the
Atari) for summary and RETURN. This will give you a printout of the day's
circulation by Dewey Decimal number.

Now try OPTION 3:

SEARCH A FILE

When you press RETURN this time, the prompt will again be

r . WHICH FILE? ^

V_ J

Look at Adams' Period 1 class by typing /TCH1/ADA1 or just ADA1 on the
Atari. Insert the Teacher disk, press RETURN, and the computer responds with

/TCH1/ADA1
IS THIS CORRECT?

_ J

(On the Atari the screen will say ’D2:ADA1’. You will notice that the program
assumes Drive 2 as a default.) Insert your Teacher disk in Drive 2, type Y and
RETURN, and the disk drive will operate. Soon the list of students which you
assigned to this class will appear and under each name, the titles of any books you
checked out to them.

Notice that the cursor is in the upper left comer. This option gives you the
opportunity to edit any file and record the changes you make on the disk. You may
try editing this file now.

2-17

CHAPTER 2-GETTING STARTED

Use the arrow keys (with the control key on the Atari) to scroll the screen down and
up, and the cursor to the right or left. Changes are made by typing over whatever
you wish to change. The computer will not scroll the screen up past the top of the
file, or down past the end. The strange character you see at the end of each record is
a visible carriage return. They must be there, so don’t delete them. On the Apple,
there is an @ symbol at the end of the file.

The Shift and Delete keys together (just Delete on the Apple) will delete the entire
book (or student) where the cursor is. You will use this to remove a book which has
been lost and paid for, or if a book is checked in but the bar-code has been destroyed
and is unreadable. To replace the book, use Shift-Insert (the "=" key on the Apple
— don't use the Shift key). This combination can also be used to move books or
students from one place to another. Of course, if you wish to, you can also print out
any of these teacher files by using the PRINT A FILE option.

Exit the normal way. A new prompt appears:

(SHALL I SAVE YOUR CHANGES?

V_ J

When you make changes by editing a file, if you want to record these changes, you
must rewrite the file to the disk. You do this by pressing Y then RETURN. If you
decide not to save the changes, press Control-Q, RETURN (BREAK on the
Atari) again and the WHICH FILE? prompt will appear. Exit to the FILE
MANAGEMENT MENU the normal way.

Try Option 4:

CREATE A BIBLIOGRAPHY

A bibliography can be created on any subject by collecting the books you wish to list
and reading their bar-codes with this option. You should read them in the order you
wish them printed since the program will not alphabetize or sequence them. The
prompt is:

^PLEASE PUT THE BIBLIODISK IN DRIVE 2. >

THEN TYPE THE FILE NAME YOU WISH TO
SAVE TO.

_ J

2-18

CHAPTER 2-GETTING STARTED

You may format and label a disk called BIBLIODISK for this purpose. (On the
Apple, the disk can have any volume name you like.) One idea is to but
bibliographies on the /LIB1/ disk- this will allow you to print bibliographies
without changing diskettes. The title, author, and other information for each book
will be saved to a file on the disk as the bar-code is read. You may store a number of
bibliographies on the same disk by giving them unique file names. From this disk a
bibliography can be printed using OPTION 6) PRINT A FILE.

Exit this option. You will be returned to the MAIN MENU. Return to the FILE
MANAGEMENT MENU by using your password.

PRINT OVERDUE LIST

At this point, there are no overdue books in the computer. Before you can print an
overdue list, you must make some books overdue. Do this by running the Daily
Update again and for the TRANSACTION DATE type a date later than the previous
DATE DUE. This will make all the books overdue. After the Daily Update is
complete, you must load the Program again and get back to the File Management
Menu by using your password.

Now select 5 and press RETURN. The prompt is:

EJECT PAGE AFTER EACH TEACHER (Y/N)?

_ J

If you are printing an overdue list for use at the front desk, you will want it all
printed together, so reply ”N". If you are printing lists to send out to teachers, then
reply "Y" and the program will print the overdue books and students for each
teacher on a separate page. The Overdue List data is stored on /LIB1/, so put that
disk in DRIVE 1 and press RETURN. For any book not checked in by the due
date, the Overdue List will print the student's name, class, the book title, author,
copy, price, due date, and amount of fine owing. Fines are incremented by the
amount you entered each time the Daily Update is run, up to 1/2 the price of the
book.

The book you checked in, which appeared on the Check In leftovers, will not be on
the overdue list. It was removed from the teacher file when the Daily Update was
run again.

2-19

CHAPTER 2-GETTING STARTED

DUPLICATE /LIB1/ or/UB2/

If you should have a disk problem, this option allows you to replace a bad disk by
duplicating /LIB1/ or /LIB2/ while you are in the middle of other work and without
having to leave the Program to load DOS. This option will only duplicate the books
checked in and out, the fines paid, and the new students. Other files, like
bibliographies or the overdue list should be copied using the Filer (or DOS on the
Atari).

Exit to Filer

On the Apple version only, there is an added option which is especially useful if you
are using a hard disk. By selecting Option 8, Exit to Filer, you can load the Filer
program directly from the Automated Library II. This will allow you to duplicate
disks, or perform other ProDOS functions. You can exit the Filer by using the Quit
option, and load the Automated Library II by typing in "/LIB 1/LIB.SYSTEM" as
the next program to run.

Compare Inventory

Inventoiy control is performed by using the Bibliography function mentioned
above. Simply create bibliographies of each section in your library (you will have
to use several floppy disks). You can print these out for use as a shelf list to help you
do inventory the first year. Make copies, and keep the originals and copies. In
subsequent years, take Inventory the same way, by making bibliographies of the
same sections, by reading the bar-codes of the books. Then use this fimction to
compare the inventories from last year and now, and the program will print out a
list of the new books, and a list of die missing books. This will be discussed in more
detail later.

SUMMARY

At this point you have been through all of the steps of the Automated Circulation
System. If you feel unsure about any of the procedures you should go back and try
them again. The chapters which follow in this manual cover each of these
procedures in greater detail and include suggestions for implementing this system in
your library.

2-20

CHAPTER 3-TYPING BOOK BAR-CODES

CMAnnEE TMEIEIE

TYPING BOOK BAR-CODES

The largest single task involved in implementing the Automated Library II is the
printing of book bar-codes. Every piece of material that circulates must eventually
have a bar-code label attached. A student typist can probably do about fifty an hour,
and since you know the size of your collection, you can estimate the amount of time
involved. This chapter will explain in detail the book bar-code printing procedure
and offer suggestions for organizing the work. Some of the suggestions for
organizing the work will help you to get the system running long before you have
book labels typed for every circulating item in the library.

PREPARE THE PRINTER

Begin with a new or fairly dark ribbon in the printer. Load book labels (5" X 1
7/16") into the printer and adjust the first label to line up with the print-head. After
printing the first label, it will probably be necessary to re-adjust the next label up or
down somewhat.

It is also important that the printed bars have a 1/4 to 1/2 inch left margin since, if
the reader-wand is passed across the edge of the label while reading, it will interpret
the edge as a bar and cause a mis-read. To adjust the left margin of the labels, loosen
the tractor locks (the wheels with the pins that hold and advance the paper) and shift
the tractor wheels in either direction.

SELECT OPTION 1

Load the Program into the computer as you did for your practice session (Chapter
Two), and when the Main Menu comes up on the screen, select the PRINT BOOK
ID mode by pressing 1 and RETURN. This prompt will appear on your screen:

WHAT IS THE TITLE?

LETTERS OR SPECIAL CHARACTERS ONLY
SPECIAL CHARACTERS ARE * - . ? OR ’

IT CAN BE THIS LONG:

The title must be typed in upper case with a maximum of 23 characters and spaces.
Longer titles can be shortened with the asterisk, *, used to represent missing words
or letters. For example, CHARLIE AND*CHO*FACTORY.

CHAPTER 3-TYPING BOOK BAR-CQDF.S

There are no hard and fast rules for such abbreviations, but it is probably important
to you that the first word of each title be typed out in full, although this does not
affect the program. If the typist exceeds the limit, the letters after the first 23 are
cut off and no harm is done. Numbers are not accepted, so when they appear in titles
they must be written as words, for example, TEN THOUSAND LEAGUES*.

After a title is typed in, the typist should check it on the screen before pressing
RETURN. Errors can then be corrected by using the arrow keys on the Apple //e (
DELETE/BACK S key on the Atari) and typing over. After the RETURN key is
pressed any corrections will require retyping the entire entry. When the title is
typed press RETURN, and the next prompt will appear:

WHAT IS THE CALL NUMBER OR AUTHOR?

A CALL NUMBER MUST BE THREE NUMBERS,
A PERIOD, THEN MORE NUMBERS.

IF THERE IS ROOM, YOU CAN ADD A SPACE
FOLLOWED BY THE AUTHOR’S INITIALS.

IF IT IS A FICTION BOOK,

TYPE THE AUTHOR’S NAME.

IT CAN BE THIS LONG:

You have room for ten characters and spaces for the author or call number. For
fiction books, use capital letters for the author’s name.

For call numbers, the rules are fairly rigid, as the prompt says. You must have
exactly three numbers followed by a decimal point. After that, you may add as
many numbers as you wish, up to 5. If there is room, and you wish to do so, you
may add a few letters of the author's name after the call number, but the letters and
numbers must be separated by a space. Extra letters will be lopped off, as they were
in the title.

Here are three examples that show the proper form:

CORRECT
509. HAILE
598.1 TIM
621.380 A
PLACE

WRONG REASON

509 HAILE NO DECIMAL POINT

598.1TIM NO SPACE

62.1380 A DECIMAL POINT IN WRONG

3-2

CHAPTER 3—TYPING BOOK BAR-CODES

After you type the call number or author and press RETURN, you will see this
prompt:

WHICH COPY IS IT? (1-99)

Enter the copy number (any number between 1 and 99) and press RETURN.
The next prompt is:

/-N

WHAT IS THE PRICE? ENTER AS ($$.CC)

V_/

Since you must have two places to the left of the decimal point for dollars, amounts
less than ten dollars must be entered beginning with a zero, e.g. 02.95.

This completes the entry, so after you press RETURN once more, you will be
asked to verify the correctness. For example:

^MONKEYS 599.8 ZIM ^

1 03.42

IS THIS CORRECT?

If you see an error and type N, then RETURN, you will be given the
WHAT IS THE TITLE? prompt again and you must retype the entire entry.

PRINTING THE BAR-CODE

If you type Y for yes and press RETURN, the printer will type a bar-code for the
title, then a line of alphanumeric (human-readable) characters for the entry data,
and another bar-code to represent the call number or author, copy number, and
price. As soon as the printing stops you will get the WHAT IS THE TITLE? prompt
again, and you can continue with the next book. If you have a printer buffer, you
will be able to type the next bar-code while the printer is still printing.

3-3

CHAPTER 3--TYPTNO BOOK RAR.mnFC

You will notice that the disk drives do not operate during this procedure. No
computer record is made for the book information since its only purpose is to create
the bar-code.

CHECK THE BAR-CODES FREQUENTLY

When you are just beginning, you should check the first bar-code labels for
reader-wand legibility before you fasten them in the books. Follow these steps:

1. To exit this mode, you must have the prompt "WHAT IS THE TITLE?” on

the screen.

On the Apple, simply press Control Q, and Return.

If you are using an Atari, exit the PRINT BOOK ID Mode by holding down
the START, SELECT, and OPTION keys simultaneously while you
press RETURN. This will get you back to the Main Menu.

2. Select Option 4, CHECK IN BOOKS, and press RETURN.

3. Connect the Reader-Wand cord to joystick port 1.

4. Pass the Reader Wand from left to right across the two bar-codes for a

book, top one first. If you hear a double chirp and the book title appears
on the screen followed by the prompt OK TO CHECK IN BOOKS, then
you know you have a legible bar-code.

Even when everything is going smoothly, you should try reading a couple of
labels in every 200 or so that are printed. It would be terrible to have printed
several thousand bar-codes and have them fastened in books only to discover
during check out that somewhere along the line the printer ribbon had gotten too
light to read.

FASTENING THE BAR-CODE IN THE BOOK

Bar-code labels should be fastened into books as soon as they are printed, one at
a time. This helps eliminate the possibility of the wrong bar-code getting into a
book. With a little practice, the typist will be able to fasten the bar-code into a
book while another one is printing.

Although the label should be pressed onto the inside of the book cover firmly, do
not rub the label as this may cause the fresh ink to smear and make it difficult or
impossible for the light-pen to read.

3-4

CHAPTER 3-TYPING BOOK BAR-CODES

Do not attempt to print bar-codes from shelf list cards. It is faster and safer to
print the bar-code with the book in hand and to fasten it inside the cover
immediately. Any other procedure invites the risk of getting the wrong
bar-code into a book, and even a few of these in your collection can cause
problem snags later on. Alternatively, you may choose to attach the bar-codes to
the outside of the books, and to protect them with a transparent plastic cover.

The bar-code reader can read through plastic, as long as it is clear and not too
thick. Having the labels on the outside would aid in reading the bar-codes while
the books are on the shelves, while taking inventory for example.

A PRINTER WARNING

CAUTION: Be sure that no labels have come partly unstuck from their waxed
backing. If a label comes off the backing while going through the printer, it may
be necessary to partly disassemble the printer to clean it out. Use special care
when rolling the labels backward in the printer, since that is the time when they
are most likely to be pulled loose. And never back a full sheet of labels out of die
printer to change to different labels or paper. Instead, tear off the sheet at the
back of the printer and roll the remaining labels forward through the printer.

A STRATEGY FOR BEGINNING

What follows in the next few paragraphs is a plan which was evolved by the
Program test site librarian for putting the Automated Library II into operation
when only a small percentage of the book bar-codes had been typed.

• Teach the most accurate typists in each period's student staff how to type book ID

bar-code.

• Separate all books returned from circulation onto two book trucks:

1) those needing bar-code and

2) those with bar-code already typed.

• Each period the student typists prepare bar-code and return the books to the

already-typed book truck to be shelved.

• After two months more or less, enough of your frequently circulating books will

have bar-code so that you can "go on-line" with the AUTOMATED LIBRARY
II circulation procedures while continuing to use the traditional check-out
methods.

• When 8 or 9 out of 10 books appearing at the check-out desk already have

bar-codes, you can go to 100% automated check-out either by printing any
missing bar-code on the spot, or asking the student to return for the book at the
close of school after the bar-code is printed.

3-5

CHAPTER 3-TYPING BOOK BAR-CODES

There are several advantages to this method over the alternative of attempting to
print bar-code for the entire collection section by section before going on-line:

•You will be able to enjoy the benefits of automated circulation several months to a
year sooner.

• The books are already on the book truck and do not have to be taken off the

shelves, carried to the computer, and then reshelved again.

• Your student staff can practice automated circulation procedures on a gradually

increasing basis without jeopardizing the accuracy of circulation records.

• Your library patrons will be able to learn more gradually what is expected of them

with the automated circulation system (always carry your student ID card),
and what they can expect from the system (daily overdue lists).

• Faculty, administration, students, library staff, and you the librarian will see the

system in operation while enthusiasm and curiosity about the "computerized
library" is still high. After the system is up and running smoothly, your
student staff will have time during the next year or longer to complete the
typing of book bar-codes for less- frequently circulated books. No doubt
many books in your collection, although worthwhile, circulate less than once a
year.

RUN A PARALLEL CHECK OUT SYSTEM

Even when you are circulating all books on the computer, you should not abandon
the traditional method for at least one semester, or until left-overs, problems, and
snags have become so minimal that you have confidence that the automated system is
producing more accurate circulation records than the manual system. Your
decision to entrust your circulation records entirely to the computer will be
determined much more by the success of staff training in using new methods than by
having every book ready to be checked out by computer.

After you have begun to use the computer every period for book circulation, it will
be more difficult to find computer time to continue the printing of book ID
bar-code. The easiest way, of course, is to have the use of a second computer. On
the Atari, a disk drive is needed only to load the program into computer memory.
Once the program is loaded, the disk drive can be removed and returned to the
computer which is being used for circulation, since no disk drive is needed for the
actual typing of book bar-codes.

3-6

CHAPTER 4--SETTING UP TEACHER FILES

CEIAFinEE POM.

SETTING UP TEACHER FILES

Circulation records for the AUTOMATED LIBRARY II are organized around the
principle that all of the library's patrons are assigned to classes which are identified
by a teacher code consisting of the first three letters of the teacher’s last name
followed by the period which the student has that teacher. Thus ADA1 represents
Ms. Adams' Period 1 class. The purpose of this is twofold, first so that it is easier
for you to find a student, and second so that the computer may deal with only a few
students at a time.

CHOICE OF CLASSES FOR STUDENT ASSIGNMENT

We recommend that the student's English class be the assigned class for library
circulation records for these reasons:

1. In most schools English teachers make library and book report assignments
and tend to bring their classes to the library more frequently than
teachers in some other departments. The librarian is therefore more
likely to have contact with the English teachers and this can be helpful
in getting the teacher to bring pressure to get overdue books returned.

2. The printed daily Overdue List is sent to the student’s assigned teacher.

English teachers may have more interest in their students’ library use
habits than, say, P.E. or shop teachers.

3. For distributing the Overdue List, there is a smaller number of English

teachers than homeroom teachers, thus saving both paper and time.

If your school has a separate daily homeroom period for bulletins and other
school business, the homeroom teachers can be used as the assigned teachers for
circulation records, although this will mean about five times as many teachers to
deal with as well as five times as many copies of the Overdue List to distribute if
you send out the Overdue List to teachers.

PREPARING THE LIST OF TEACHER CODES

To create the Teacher Files you will need a list of all of the teachers you plan to
use for circulation records and the periods they teach. Check to be sure that using
the first three letters of their last names for your codes will not result in any
duplicates. If you have two Smiths in your English Department, for example, you
can use the codes SMI and SMH.

CHAPTER 4—S ETTING TJP TE ACHER FTT.F.S

Count the number of teacher periods on your list to determine the total number of
teacher files you need to set up. Since the disk capacity limits you to 40 files per
disk, you should divide your list more or less equally and alphabetically among the
number of disks you will need. Disk capacity is greater on the Apple, but you
should limit the number of files to under 50 anyway. If you have a hard disk,
divide it into volumes which are about 200K each, and divide teacher files among
them as if they were floppy disks.

NOTE: It is better to under-utilize the disks somewhat, by putting fewer teacher
files than possible on each disk. This will allow you to add teachers later without
shuffling teacher files from disk to disk.

Load and initialize the program, then use your password to get to the File
Management Menu (type WIZARD to change or select your password). Select
Option 2, CREATE TEACHER/PERIOD FILE, and press RETURN.

r PUT A TEACHER DISK IN DRIVE 2 AND ^

TYPE IN PREFIX AND TEACHER & PERIOD
(/PFX/TTTP)

V_/

(On the Atari, the prompt simply asks you to enter the teacher and period; forget
about the prefix. Just type the four letters, for example ADA3 for Adams period
3.) Follow the screen prompt (above) and insert a new formatted disk which you
have labelled TEACHER DISK X in Drive 2. (The X is a number from 1 to 9.)

On the Apple, a teacher code must have the prefix attached, for example you
would type /TCH1/ADA3 for Adams period 3 class if it was on teacher disk 1.
Enter each of the teacher codes which you had planned for this disk, and be sure to
label the disk with the teacher files that are on it. Continue with another labelled
Teacher Disk until all teacher codes have been entered. Exit the normal way.

Each of these teacher codes becomes the name of a file on the teacher disk. When
you run the Daily Update each day, the records of new students, check outs, check
ins, and fines owed will be transferred from Daily Disk One to these teacher files.

As a suggestion: a ’special’ file of bar-codes for teachers can be created for those
teachers who check books out from the library. For these bar-codes, you might
enter ’XXXI’ as the teacher, and create a "teacher file" called XXXI. This will
keep these books separated at the end, yet still give you a reference of which books
have been borrowed.

4- 2

CHAPTER 4-SETTING UP TEACHER FILES

CHECKING AND CHANGING TEACHER FILES

It is a simple procedure to examine a Teacher File at any time. By doing so you
will see all of the students assigned to that teacher's class, and the titles, due dates,
copy numbers, and price of any books checked out to them, and the amount of any
fines owing.

To look at a Teacher File, go to the File Management Menu by using your
password from the Main Menu. When you choose Option 3, SEARCH A FILE,
you will see the prompt WHICH FILE? Respond by typing in the file name. On
the Atari, this is simply the teacher code, e.g. ADA1. On the Apple, you must
type the whole pathname, e.g. /TCH1/ADA1. When you press RETURN, the
screen will show you the name of the file you asked for and ask you to verify (as
seen on the Apple):

( /TCH1/ADA1

IS THIS CORRECT?

(On the Atari, it will read D2:ADA1- )

After you press Y and RETURN, Drive 2 will operate and the first ten or twelve
student names, with any books they have checked out, will appear on the screen.
To see the rest of the file, scroll the screen by pressing the down arrow (use the
CTRL key on the Atari).

If you need to change any of the information in a Teacher File, move the cursor to
the entry you wish to change by using the cursor control keys, and type over with
the new information. You may want to change the spelling of a student's name or
his/her grade level. (You can change an ID number, but it is probably safer to
simply make a student a new ID.)

After all of the changes you wish to make in a particular file are completed, exit
by pressing Control-Q on the Apple, or BREAK on the Atari, and you will see
this prompt:

( SHALL I SAVE YOUR CHANGES?

4- 3

CHAPTER 4-S ETTING UP TEACHER FILES

If you type " Y" and press RETURN, the file will be written to the disk just as you
have changed it on the screen. If you make a mistake while editing, or you haven’t
changed anything, you will not want to record the changes you made, so type "N"
and return, to revert to the original file. You may also simply exit the normal way
by using Control-Q or Break, but remember that this will not save your changes to
the disk.

MOVING A STUDENT RECORD

If a student changes to another teacher’s class, here is the procedure for changing
his/her record from the previous teacher’s file to the new teacher’s file:

1. In Drive 2 insert the teacher disk which has the file containing the student's

name. If the student's new teacher is on a different disk, that disk should be
placed in Drive 1.

2. From the File Management Menu select Option 3, SEARCH A FILE, and bring

up the file of the student's previous teacher.

3. Using the arrow keys, position the cursor on the student’s name. Then with the

right arrow, move the cursor on top of the first letter in the teacher code.

4. Type over the old teacher code with die code for the new teacher and period.

Do not press RETURN. If you accidentally press return, you will see a
graphics character appear. To recover, simply backspace, and type over that
character again.

5. Press the ESCape key. Drive 2 will operate. If the program does not find the

new teacher's file on the disk in Drive 2, Drive 1 will operate. When the new
teacher's file is found, the Program will transfer the student's name, ID
number, and all books and fines owed by that student to the new file.

6. The screen will then show the same class, but with the student removed.

7. Exit the normal way. Now you will again see this prompt:

SHALL I SAVE YOUR CHANGES?

Since you wish to save these changes, you should press "Y" and RETURN. The
disk drive will operate and the file will be rewritten on the disk with that student's'-
name deleted. If you type "N" and press RETURN (or BREAK on the Atari), the
student and his books will not be deleted from this file, but they have already been
added to the new file. Therefore, if this happens through an accident, you should
delete the student and books from the incorrect file (the old one).

4- 4

CHAPTER 4-SETTTNG UP TEACHER FTT.F.S

Now you are again given the prompt

r WHICH FILE?

To check whether the student's record was actually moved to the new file, bring
up the file of the student’s new teacher. This may be either on the same disk or
another teacher disk. Scroll down to the bottom of the file (by using the arrow
keys) and there you will find the student's name and books checked out.

When you finish inspecting a file, exit the normal way, and in response to the
prompt, press Control-Q or BREAK again. Continue with another file, or exit
again to go to the FILE MANAGEMENT Menu.

4- 5

CHAPTER 5-PREPARING STUDENT ID BAR-CODES

OfflAPHTEE MVIE

PREPARING STUDENT ID BAR-CODES

Each student who checks out any circulating material must have an ID card with a
bar-code ID. This bar code consists of an ID number which is assigned
automatically in sequence by the computer. Below the bar-code are printed, in
human readable characters, the student's name, teacher code, period, grade level,
and the ID number.

OBTAINING CLASS LISTS

Before Student ID Bar-Codes can be printed, accurate class lists must be obtained.

In most situations it may be quicker and more accurate to obtain these from the
teachers of the classes than to wait for program cards or lists from the Counseling
Office.

If the teachers are asked for their class lists, it is important that they understand why
the lists must be up-to-date and accurate. Errors in class assignments that are typed
into Student ID Bar-Codes can be corrected later, but it will cause some additional
work. There are two plans which work well for typing the class lists into ID
bar-codes:

1. Print ID bar-codes for an entire class before their teacher brings them to the

library. This will be the best decision if a large percentage of the class is
expected to check out books. This method gives you the opportunity to
make copies of all of the bar-codes for a class on a copy machine. The
bar-codes can be fastened to each student's ID card during the period that
the class is in the library.

2. Type ID bar-codes from the teacher’s roll book (or temporary class roll)
while the class is in the library. This method will result in the most accurate
class assignments, since no-shows and drops can be omitted, and there will
be no confusion over which teacher and what period it is. It will take an
average typist, without interruptions, less than thirty minutes to print
bar-codes for a class of 35-40 students. There should be enough time in the
period to make a photocopy of the bar-codes for the class. If not, their
books can be checked out while these bar-codes are still on the backing sheet
until ID cards are issued, and they can be asked to return to have them
fastened to their ID cards. It is also a good idea to run the Daily Update to
insure that everything is running smoothly before you release the Bar-codes
to the students.

If your classes are large, avoid trying the second plan. It will simply be too much
to do in one class period, while still checking out books.

CHAPTER 5-PREPARING STUDENT ID BAR-CODF.S

TYPING STUDENT BAR-CODES

When the Program is first started, it attempts to read the NEXTNUM file on the
disk. The first time the Program is started or whenever newly formatted disks are
used for the Daily Disks, the Program will be unable to read the NEXTNUM file,
and so it asks you:

PLEASE TYPE THE NEXT STUDENT ID NUMBER
TO ASSIGN.

V_ J

You should type in 0001 the first time you start the program. After you do this,
the program will assign the next available number from 0001 to 9999 each time a
student ID bar-code is prepared.

Note: If you begin using a new daily disk at some point during the year, you will
be asked for the next ID number again. You must make sure that you do not enter
a number that is below the last number assigned, or two students will have the
same ID number. The computer may then check books out to the wrong student.
It is perfectly all right to enter a larger number than the last ID assigned. In such
cases, it may be easiest to skip a hundred numbers or more to insure there is no
overlap.

To print a student ID, select mode 2:

PRINT STUDENT ID

When you press RETURN you will see this prompt:

PLEASE TYPE NAME

Any combination of letters or characters is acceptable. The student’s name will be
stored on diskette, so you are not limited to capitals, or letters or even numbers.
The printed bar-code consists only of the ID number.

Student names are limited to 26 characters. If you type more they will simply be
lopped off the end. Press RETURN after the name has been typed.

CHAPTER 5-PREPARING STUDENT ID BAR-CODES

TEACHER?

This is a three letter code for the English, homeroom, or other teacher. Here you
must enter the three letter code exactly the same for all students in the same class,
and also the same as the teacher code which you create on the Teacher Disk. Use
only capital letters, and press RETURN after the teacher code.

PERIOD?

^ _ >

This is the period that the student has this teacher. Numbers 0 through 9 will be
accepted. Again, this character must match the last character on the name of the
Teacher file that you create on the Teacher disk. Press RETURN after the
Period.

r STUDENT GRADE? N

\_ J

Any grade K through 13 will be accepted, or any one or two character
combination of numbers and/or letters. This information is recorded on the disk,
and printed on the ID bar-code in human readable characters, but it is not used by
the program. It is for your use only. When you press RETURN the computer
responds by printing all the information you have entered, and requesting
verification:

r RODRIQUEZ, JEREMIAH ADA 1 7 N

IS THIS CORRECT?

If you press Y and RETURN, the printer will print a short bar-code and under it
in condensed type will print all the information you just typed in. On the third line
will be printed die ID number which the computer has assigned in sequence. You
will notice that after you have typed in two or three students, the disk drives will
operate and these names and ID numbers will be recorded on the disks.

CHAPTER 5-PREPARING STUDENT ID BAR-CODES

Exit the normal way. The disk drives will operate while the computer closes the
files, and you will be returned to the main menu.

The set of student ID bar-codes for each class should be photocopied and the copies
kept in a notebook at the circulation desk for use when a student has forgotten or
lost his/her ID card. Several (20 -30) student ID bar-codes can be photocopied
onto one page, as one class. If a student later asks to check out a book and doesn't
have his ID, the librarian can look up the copy of his ID by his class, and use the
photocopy to check out the book. The photocopy can be readjust as easily as the
original. Make sure that the whole bar-code gets copied; it won't work if even one
bar is accidentally covered or extended off the page.

Once copies are made, the original label should be fastened to the back of the
student’s ID card.

After an entire class has been typed in, the student ID numbers will be on the Daily
Disks. When the Daily Update is run, all of the Student ID's recorded for that day
will be transferred to die correct Teacher File on the Teacher Disk. It takes the
Daily Update longer to move student IDs to the teacher disks than to check out
books. So in the beginning, if you assign many IDs in one day, the Daily Update
will take a little longer.

If a student changes classes after his or her bar-code ID is printed, it is not
necessary to print a new bar-code in order to make the change in the Teacher Files.
The student can be moved from one file to another and deleted from the previous
teacher’s file by using the SEARCH FILE Option from the FILE MANAGEMENT
MENU. (See Chapter Four, Setting Up Teacher Files)

STUDENT ID CARD POLICY

The Automated Library Program assumes that each student has a school ID card
and carries it, at least when he or she wants to check out a library book. The ID
card may be any card, however, even one issued by the library. The bar-code label
should be fastened to the back of the card so as not to obscure any part of the
student's picture, signature, or other identifying information.

The librarian must decide on how strictly to insist that a student not be permitted to
check out books if he or she forgets or loses the ID card. The library where the
system was tested charged a small fee to have the duplicate bar-code looked up and
the book checked out with it, thus inducing the students to remember their IDs.

When a lost ID is replaced, a new bar-code, with a new ID number, can be printed
for the student, again for a small fee. A photocopy should be made. The old ID
number should be kept in the teacher file, since the student may find the ID and
check out books with it.

CHAPTER 6-AUTOMATING THE CHARGING DESK

cmrinm §ex

AUTOMATING THE CHARGING DESK

Installing a computer at the charging desk will require changing a few of the desk
procedures. This chapter will suggest procedures that have been tested at a junior
high school library with an average daily circulation of about 120 books per day.
Libraries with circulation either much larger or smaller than this will want to make
common sense adjustments to these procedures.

NOTE: Whenever the computer is not actively being used, it should be returned

to the Main Menu. Do this by pressing BREAK on the Atari, or Control-Q and
Return on the Apple. This causes the computer to close any files it is working with,
and to clean things up a bit. If this is not done, there is a possibility that the
computer could be accidentally turned off and the files would then permanently
contain an error. You won't lose everything, but you could lose two or three books.

OVERVIEW OF THE CHARGING SEQUENCE

Here is the sequence of events for book check out, check in, fine payment, recording
IOU'S, and renewing books. This description assumes that the computer is ready to
go, the program is loaded, the Daily Disks are in the drives, and the Main Menu is
up on the screen.

It also assumes that during the initial semester you are keeping parallel circulation
records; i.e., you are continuing to use your traditional circulation system. Those
steps which will no longer be necessary once this system is fully installed are
enclosed in brackets: [ ]

RENEWING BOOKS

1. If a student wants to renew a book, simply check out the book to the student again
without checking it in . The Program contains a protection against checking out a
book twice and will delete the previous check out automatically.

2. If a student wants to renew an overdue book and pays the fine, follow the same
procedure; i.e., simply check out the book.

6-1

CHAPTER 6-AUTOMATING THE CHARGING DESK

BOOK CHECK OUT:

1. Select Mode 3) CHECK OUT BOOKS. The screen should display this:

OK TO CHECK OUT BOOKS (ID FIRST!)

V_ J

2. [Student has signed the book check card before coming to the desk.]

3. Student presents the opened book with his ID card.

4. Compare ID card picture to student [and signature to ID card signature.]

5. [Compare book check card title and copy number to title and copy number

on the book pocket.]

6. Turn over ID card and pass reader-wand across bar-code. Listen for the

acceptance chirp.

7. Pass reader-wand across book bar-codes. Listen for double chirp as

reader-wand completes second pass.

8. Look at the screen for the book title and the OK TO CHECK OUT BOOKS

prompt.

9. Stamp the due date in the book [and on the card.]

10. Hand the book to the student.

NOTE: You can check out (or in) as many books as you like without pressing
the BREAK key.

11. When you have checked out a book to the last student waiting at the desk

for the moment, press the BREAK key. This records the most recent
check outs on the Daily Disks and returns the screen to the Main Menu.

12. [File the book check card in today's circulation file.]

If the student has lost or forgotten the ID card, some extra steps will be
necessary.

--Verify the student's identity.

—Find the duplicate of the student's ID bar-code in the class-list notebook.

You may want to charge a fee (15 cents?) for this extra service.

—Use the duplicate ID bar-code to check out the book in the usual manner.

6-2

CHAPTER 6-A UTOMATING THE CHARGING DESK

BOOKCHECKIN:

1. Press 4) CHECK IN BOOKS and RETURN. The screen should read:

CHECK IN BOOKS (TITLES ONLY!)

V_/

2. Open the book and check the due date.

3. If the book is NOT overdue, pass the reader-wand across the book

bar-codes. Listen for the double chirp.

4. Look at the screen for the book title and the prompt CHECK IN BOOKS

(TITLES ONLY!).

6. [Slip the book.]

7. Put the book on the book truck with the other check-ins.

8. After all the books are checked in for a while, press the BREAK key so that

the last check-ins are recorded on the disks.

OVERDUE BOOKS AND FINE PAYMENT

If the book being checked in is overdue:

1. Ask the student to pay the fine shown on the overdue list (unless excused

because of illness, etc.)

2. If the student pays the full amount of the fine:

--Check in the book the same as if it were not overdue.

--Have the student sign the fine receipt sheet.

3. If the student does not have the money for the fine, or can pay only part of

the fine:

[--Have the student fill out an IOU for the amount of fine.]

—In the CHECK IN BOOKS mode, press the F (for fine) key on the

keyboard (do not press RETURN). The computer’s screen should say:

CHECK IN BOOKS (TITLES ONLY!)

ASSIGN IOU TO STUDENT.

__ J

Now read in the book bar-code. This will stop the fine, and print an ’R’ after
the book (on the Atari, the book is printed in italic type ) on future
overdue lists to indicate that the book has been returned, but a fine is
still owed.

6-3

CHAPTER 6—AUTOMATTNO THE CHARGING DESK

(If you have an Atari, skip down to the next prompt.)
—A screen prompt will ask the following:

r -\

PAY PART OF THE FINE NOW (Y/N)?
_/

If the student does not wish to pay any part of the fine now, simply type "N" and
press RETURN. You will be returned to the Check In Books mode, so you can
continue to check in books. If you type " Y" and press RETURN, you will see the
following prompt:

TO PAY A FINE,

PLEASE READ THE STUDENT ID.

PRESS CONTROL-Q TO QUIT.

V_/

(On the Atari, the prompt will say BREAK instead of Control-Q.) Read the
student’s ID bar-code. The screen will ask you to type in the amount
paid now:

TO PAY A FINE,

PLEASE READ THE STUDENT ID.

PRESS CONTROL-Q TO QUIT.

PLEASE TYPE AMOUNT PAID ($$.CC)?

_ )

Type in the amount paid in the format shown (with leading zeros if necessary,
followed by RETURN. If the student decides not to pay any part of
the fine now, press Control-Q or BREAK in response to the first
prompt to go back to the Main Menu.

4. If the student wants to renew the book, go to the CHECK OUT BOOKS

mode and read the student's ID bar-code and the book bar-code. The
screen prompt will state that the student is on the Overdue List and asks
you to type Y if you want to override it. Type Y, and Return. Do not
check out the book another time, it has already been checked out by the
computer!

6-4

CHAPTER 6-AUTOMATING THE CHARGING DESK

FINEPAYMENT

The only case where you will need to use Mode 5) FINE PAYMENT is when a
student wants to pay all or part of the fine on a previously returned book.

On the Overdue List, the book title will be printed with an 'R' at the end (in italics
on the Atari). Follow the screen prompts:

TO PAY A FINE,

PLEASE READ THE STUDENT ID.

PRESS CONTROL-Q TO QUIT.

_ J

1. Read the student’s ID bar-code with the reader-wand. Listen for the beep.

TO PAY A FINE,

PLEASE READ THE STUDENT ID.

PRESS CONTROL-Q TO QUIT.

PLEASE TYPE AMOUNT PAID ($$.CC)?

___

2. Type in the amount of fine the student is paying now in the form ($$.cc).

3. Press RETURN to record to the disks. You will then be returned to the

Main Menu.

4. [If the student has previously signed an IOU, find it in the IOU file and

correct it for the amount still owing, or destroy it if the entire fine has
been paid.]

5. Ask the student to sign the fine receipt sheet for the amount of fine paid now.

ORGANIZING THE WORKFLOW

Place the computer on the charging desk so that books coming in or going out can
move from left to right or right to left, but do not have to cross behind the
computer. If there is an electronic security system in the library, the computer
monitor should be kept at least eight feet away from it, for the sake of the security
system.

As you come to depend on the computer for all of your circulation records, it is
important to have absolute confidence in their accuracy. The computer will assure
such complete accuracy if the student and adult staff are trained to be consistent in
every step of the charging desk procedure.

6-5

CHAPTER 6-AUTOMATING THE CHARGING DESK

The Program is designed to permit any of the files to be viewed on the screen or
printed on the printer very easily, making it possible for the librarian or an
experienced adult assistant to check on how carefully and completely the student
staff members are following the new circulation procedures. For example, the
CKI (check in) file on the Daily disks can be viewed at any time and since the
books are listed in the order in which they were put through the computer, the
books in the file can be compared with those on the check in book truck. This will
verify that the desk monitors are remembering to put every checked in book
through the computer.

Many safeguards against charging desk error are built into the program. For
example, if the desk assistant becomes distracted during the check-out procedure
and reads the bar-code for the same book twice, the program will ignore the first
check-out and record only the second. If a book or student ID bar-code becomes
unreadable due to wear or if it is written on, the computer will not return to the
OK TO CHECK OUT BOOKS prompt until a readable bar-code is presented. If a
student checks out a book that is already checked out to another student, the
computer will automatically check the book in for the first student, when it checks
the book out to the new student.

When training student staff, it is a good idea to stress that one book at a time
should be processed through the computer completely before another book is
handled. Staff should try to avoid being interrupted partway through a check out
or check in procedure.

With the AUTOMATED LIBRARY II, snags will be virtually non-existent. Even
if a library assistant forgets to read the bar-code of a book being checked in, that
book will no longer be charged to the student as soon as it is checked out by
someone else; if it is not checked out it should be found on the shelf.

A situation that could cause a problem, however, is if a book is checked out and
checked in again the same day. If the same book is again checked out that day, the
computer may assign it to the first person who checked it out, rather than to the
person who actually has it. To avoid this possibility it is best to keep the day's
check ins on the check in book truck behind the desk where they are not available
for check out until the next day.

If a book is not checked in, the fine will continue to increment by the amount you
specify each school day until it reaches one half the cost of the book. At that point
the program will not increase it further. Since fines are only incremented during
the Daily Update, they are not increased over weekends or holidays.

6-6

CHAPTER 7—R UNNING TH E DAILY UPDATE

CIHIAmm SEWN

RUNNING THE DAILY UPDATE

At the close of each day's circulation, the circulation records on the teacher disks
must be brought up to date. This consists of transferring books checked out and
checked in and fines paid from Daily Disk One to the correct Teacher Files.

The Program accomplishes all of this automatically. All that you need to do is to go
to the File Management Menu by using your password and select Option 1) DAILY
UPDATE. When you press RETURN you will see this prompt:

r HOW MUCH IS THE FINE? ($$.CC)

v_/

Type in the amount of fine you charge to students per day. You need to type 00.05 if
you only charge a nickel. The amount you type is added to the fine of each overdue
book. If you wanted to charge extra over a holiday, simply type the total amount the
last time you run the Daily Update before the holiday.

Next you will see this prompt:

HOW MANY TEACHER DISKS ARE THERE? (1-9)

V_ J

Respond with the total number of disks that your teacher files are on, and press
RETURN. You will see this prompt:

PUT TEACHER DISK 1 IN DRIVE 2 , THEN
PRESS RETURN.

Put the teacher disk in the drive, and press RETURN. Daily Disk 1 should still be
in Drive 1. The next prompt is w

WHAT IS THE TRANSACTION DATE?

PLEASE ENTER AS (MM / DD / YY).

CHAPTER 7-RUNNING THE DAILY UPDATE

If you are running the Daily Update at the end of the day, the Transaction Date will
simply be today's date. This is the day all the books were checked in. If you run the
Daily update the following morning, you will use the previous day's date (or
Friday's date if you are running the Daily Update on Monday morning).

Next you will enter the due date. All of the transactions in a Daily Update will have
the same due date.

WHAT IS THE DUE DATE?
_ )

Type in the due date for the books which were checked out, then press RETURN.
Both disk drives will begin to operate.

Next, the screen will show you the progress of the Daily Update as follows:

ADDING NEW STUDENTS
READING IN CHECKINS
READING IN CHECKOUTS
READING IN IOUS PAID

_ J

The following paragraphs explain what occurs during the Daily Update. You do not
need to know this to run the program, and if you are not interested, skip ahead to the
next paragraph. Come back and read this later though, since it will help you to
understand how to get more out of the program, and how to solve problems when
they occur.

The Program adds new students to their classes as the first step in the daily update.
Then all activity during the day, (Check ins, Check outs. Fines paid) are read from
the daily disk into the computer's memory. Next the Program reads one teacher file
at a time, and updates each student’s record as it is encountered. You can watch this
progress on the screen, as the computer tells you the name of each file as it begins a
new one. If the student has checked out a new book, that book is added to his record.
If he has paid a fine, it is subtracted from the fine of the first book which is overdue
(regardless of whether it has been returned or not!) If the payment of that fine
causes the fine on an IOU to go to zero (and the book has been returned), the book is
deleted from his record. If the student has an overdue book or fine, that
information is written in the OVER file on Daily Disk One. When an entire class
has been processed, that information is written on the Teacher disk, replacing the

7- 2

CHAPTER 7-RUNNING THE DAILY UPDATE

old information. The progress of the program through the files is shown on the
screen.

As the update continues, you will then see the name of each of the teacher files as it is
opened and updated. For example:

ADA1

ADA3

ADA4

BR02

BR06

Et cetera, until all of the teacher files on the first Teacher Disk are done. This will
take from 5-10 minutes. The amount of time required depends on how many
students the computer has to process, and the type of computer and disk drives you
have. It is especially fast with a hard disk!

Then a bell will sound, the drives will stop, and you will be given another prompt:

PUT TEACHER DISK 2 IN DRIVE 2 , THEN
PRESS RETURN.

Of course, this only happens if you have told the computer that there is more than
one teacher disk. Leave the Daily Disk in Drive One. Change the disk in Drive Two
to the second Teacher Disk, then press RETURN. The Update operation will
repeat in the same way. Continue until all your Teacher Disks have been updated.

The next prompt will ask you to replace the backup Daily Disk. The Program
removes from Daily Disk One all the data which was successfully transferred to the
Teacher disks. Now it needs to make Daily Two an exact copy of Daily One, so it is
a usable backup. However, we recommend that you use a set of disks for the Daily
Disk 2, perhaps one for every day of the week. This way, if the Teacher Disks have
a problem, you will be able to run the Daily Update again with an older set of
Teacher disks, and the corresponding Daily disks. To clarify, use the same Daily
Disk One every day, but use a different Daily Disk Two each day of the week. If
you do this, then when the Daily Update requests the backup Daily Disk, you should
use the Daily disk which will be used henceforth (tomorrow, probably), NOT the
Daily Disk Two that you were using today.

7- 3

Label your Daily Disks clearly (if you are using one for every day of the week-label
them with the day). When the last Teacher Disk has been updated, the bell will
sound again and the prompt will be:

PLEASE REMOVE THE TEACHER DISK, AND
PLACE/LIB1/IN DRIVE1,

AND PLACE TOMORROW’S /LIB2/ IN DRIVE2.
THEN PRESS RETURN.

CAUJTOM2 DO NOT PUT TODAY'S BACKUP /LIB2/ IN DRIVE 2!

To do so will erase the data on it, and you will need that backup data if you have to
run today’s Daily Update again as mentioned above. As stated above, put your next
/LIB2/ in Drive 2. This is the backup /LIB2/ that you will use tomorrow, or until
the next Daily Update. /LIB1/ should still be in Drive 1.

LEFTOVERS

When you press RETURN this time, any "leftovers" will appear on the screen.
Leftovers are transactions for which the Update Program can find no match in any
Teacher File. The screen will show them in this order:

There are several reasons that leftovers can occur

-A book was returned that had not been recorded in the computer as a checkout
(a leftover Checkin).

-A book was checked out to a student whose ID number is no longer in any
Teacher File (a leftover Checkout).

-A book was checked out to a student whose ID had the teacher code mistyped.
In this case the Student should also be a leftover.

-A fine was collected from a student when there is no computer record of a
fine owed by that student (a leftover Fine).

Leftovers are almost always due to errors made by an inexperienced staff. By
printing out and looking closely at your leftovers each day, you will be able to

pinpoint which periods of the day are causing problems and what part of the
charging procedure is not clearly understood.

7- 4

CHAPTER 7-RUNNING THE DAILY UPDATE

CHECKOUTS LEFT are the most serious since they represent books that have left
the library identified by student ID numbers, but those numbers are not
recognized by the computer as belonging to students in teachers’ classes.

Here are some of the causes for CHECKOUTS LEFT and some remedies:

1. Student has checked out of school and returned or has given his inactive ID

card to someone else.

Remedy:

—1st choice: make sure your staff checks the picture on student IDs before
checking out books. This will prevent students from using lost or
stolen IDs.

—2nd choice: Leave checked out students on the Teacher Disk. They can be
assigned to a "teacher" with the code ZZZ1. If a book is ever checked
out to a student in the ZZZ1 class, you know something is wrong. If

you want an instant warning, check out the book, "Left," copy_, to

that ID number and make it immediately overdue. If someone tries to
use that ID card, the screen will flash the warning, "STUDENT IS ON
THE OVERDUE LIST, PRESS ’Y’ TO OVERRIDE". If you use this
method, be sure that each "Left" book has a different copy number.
Otherwise a more recent "Left" will cancel the checkout of a previous
one with the same copy number. The problem with this option is that if
you have many students who leave, or lose their IDs The Daily Update
will still have to process them, and the Daily Update will take longer.
Also, you must make sure that this file does not get too large (no more
than 40-50 students or so), or the computer will get an error because it
has run out of memory trying to process such a large file. If the file
does become too large, simply create another file, and name it ZZZ2,
or ZZZ3.

2. A number of books checked out to students in the same class appear as

CHECKOUTS LEFT after the DAILY UPDATE. This can be the
result of a damaged teacher file.

Remedy:

—Examine the file by using the SEARCH A FILE option. Compare the list of
student names with the list made up of the photocopy set of student
bar-codes in your class notebook. If you suspect some names are
missing, print the file, then put in one of your teacher backup disks and
compare the two files, name by name.If names are missing from the
Teacher Disk that are on the backup Teacher Disk, you can recover
with the following steps:

7- 5

CHAPTER 7-RUNNING THE DAILY UPDATE

A. Copy the teacher file in question from the most recent set of
Teacher Disks on which the file appears to be complete. Using DOS,
copy the file onto the Teacher Disk in question.

B. Copy today's Daily Disk 2, and run the Daily Update again from the
beginning.

3. A book or books are checked out to a student or students in one class. This
may be because the teacher code was mis-typed on the ID, or because
the Teacher File was not added to the Teacher Disk.

Remedy:

—Verify the teacher codes on the student ID’s using the search function in the
Program (search the file STID). If they are correct, verify that the
teacher file exists using the search function on the teacher disk (search
the teacher file.)

FINES LEFT and CHECKINS LEFT are not problems you have to worry about.
Their purpose is to give you information about how accurately your staff is
functioning. If a fine is left it means that someone collected a fine that did not
appear on the Overdue List. The fine could even have been owed, but if it did not
appear in the computer as owed, then it did not need to be put into the computer as
being paid.

CHECKINS LEFT in small numbers are not a serious concern. At least you got
the books back. More than just an occasional one shows that something isn’t
working right:

—A desk worker may be letting some books be checked out without a verified read
on the screen. The book comes back because of the due date stamped in it,
but it was never checked out by the computer in the first place.

—A book or books were "borrowed" without being checked out. If the book
reappears on the circulation desk and is checked in, it will show up as a
Checkin Left.

—A book or books may be getting checked in and out the same day. To prevent
this, put books which are checked in on the book truck rather than on the
shelf.

If a checkin or fine is left over for more than one day, simply delete it from the
CKI file on/LIB 1/.

CHAPTER 7-R UNNING TH E DAILY UPDATE

NEW STUDENTS LEFT can be due either to typing errors or incorrect Teacher
Code information. If a new student says he/she is in Mr. Brown's Period 4 class,
and Mr. Brown does not have a Period 4 class, that name becomes a new student
left. To avoid this and other errors which might not show up so quickly, insist on
seeing a program card before typing a student ID bar-code, or ask the student to
have the teacher send him/her to the library with a pass containing the Teacher's
signature.

New Students Left errors must be corrected before those students check out any
books, or you will have Checkouts Left errors also:

1. Look at the student ID label, or at the copy if the label has already been put on

the student's ID card. In almost every case you will be able to see the
error.

2. Use Search a File with /LIB1/ and ask for the file STID (STudent ID).

3. Use the cursor controls to find the exact place of the error and type over with

the correct information.

4. Press BREAK to exit, and then RETURN to save the change to the disk.

5. On the next Daily Update the student will be added to the correct teacher file.
NOTE: If you do not make the same change on /LIB1/, and do not use the

Duplicate Daily Disk option, the change will not be reflected on your
backup. You may wish to live with this, but be aware that this name may
crop up again if other errors cause you to use the backup.

At the end of the leftovers, this screen message will appear

/ \

FINES LEFT:

CHECKOUTS LEFT:

CHECKINS LEFT:

GONE WITH THE WIND MITCHELL 03 09.57
NEW STUDENTS LEFT:

THE DAILY UPDATE IS FINISHED.

PRESS RETURN TO RUN THE FILER, OR JUST
TURN OFF THE COMPUTER.

V_ J

(The above screen is slightly different on the ATARI. The last line is just a
reminder to back up the Teacher disks.)

7- 7

CHAPTER 7-RUNNING THE DAILY UPDATE

In order to make available more computer memory to run the Daily Update most
efficiently, all of the unneeded parts of the Program have been deleted from the
computer’s memory. If you must do any additional work with the Program at this
point, such as printing the Overdue List, then you must use the Program Disk to
re-load the Program into the computer.

On the Apple only: simply press RETURN and the computer will automatically
run the Filer program, which you will use to back up your Teacher disks. If you
wish to run the program immediately, simply press Control-Open Apple-Reset.

MAKING BACKUP TEACHER DISKS

Since the Program is no longer in the computer, this is a good opportunity to make
the backup copies of your Teacher Disks, using the Filer (DOS on the Atari).
Backup disks are an essential part of this Program's design to safeguard the data in
your circulation records.

We suggest that you back up your Teacher Disks on a weekly cycle using five sets
of backups, one set for each day of the week. If you use this plan and keep one set
of backup disks in a place separate from the library, you will be able to recover
from even the loss of an entire disk with your circulation data intact.

Be sure to label each set with the day they are to be used so that the disks in use
(that are being written over) are always the ones holding the least recent data.

We recommend a different set of backup disks for each weekday partly so that you
have multiple levels of backups should the unthinkable happen. It is very difficult
to make the same mistake five times! However, there is another reason. When
you are hurried, and are making the backups after the Daily Update, there is some
possibility that you will get the order mixed up and use the wrong set of disks for
the backup. The chance of this is reduced greatly if there is a simple scheme for
choosing the backup to use. That is why we recommend having the Backups
labeled with the days of the week. Then on Thursday, for example, you would use
the Thursday backup disks.

7- 8

CHAPTER 7-RUNNING THE DATLYUPDATE

POSSIBLE PROBLEMS WITH THE DAILY UPDATE

If the Daily Update should stop before it completes all of the Teacher Disks, it is
important to follow the procedure described below so that no circulation data is
lost.

You may become aware of a problem in one of several ways:

1. The disk drives may stop and the screen shows the file name which was the last

one accessed instead of returning to the prompt which tells you to insert the
next Teacher Disk.

2. One or both disk drives keep spinning, but nothing new happens on the screen.

3. The screen gives you an error message such as "THE DISK IN DRIVE 2 IS

BAD" or "DRIVE 1 IS BAD. REPLACE IT AND START OVER."

All three symptoms result from an error encountered on the Disks.

RECOVERING FROM AN UPDATE ERROR

If the Update stops at any point, even near the end of updating your last Teacher
Disk, this entire recovery procedure must be followed. Otherwise one or more of
your files such as Checkout, Checkin, Overdue List, or Fines Paid may have
errors.

1. Remove /LIB1/ from Drive One and the Teacher Disk from Drive Two.

2. Make a copy of t/LIBl/ using /LIB2/ (the backup) as the source and a new,

formatted disk as the destination using either the Filer (DOS) or the
Duplicate Daily Disk option.

3. Go to the most recent backups (yesterday’s) of your Teacher Disks and make a

complete set of copies. This must be done to prevent incrementing the
fines, even though some of your Teacher Disks may have been updated
successfully.

4. Reload the Program, go to the File Management Menu, and begin the Daily

Update again from the beginning.

If the problem was due to a defective disk that either could not be read or could
not be written to, starting with new copies will solve it.

If the problem persists, and especially if the Update stops on a different file than
before, the problem is more likely due to a defective disk drive. Substitute a
different drive, if one is available, and begin the recovery process again by
making new copies of the Daily Backup and Teacher Disks.

7- 9

CHAPTER 7-RUNNING THE DAILY UPDATE

WARNING

NEVER. UNDER ANY CIRCUMSTANCES. USE /LIB2/ OR BACKUP
TEACHER DISKS TO RUN THE PROGRAM OR THE DAILY UPDATE
WITHOUT FIRST COPYING THEM.

To do so would be to risk the destruction of your entire data base and all of your
circulation records. If you have a problem caused by a defective disk drive, that
drive can wipe out the records on your disks. If you always copy your backups
first and then use only the copies, you will never have to worry about irretrievable
loss of data.

All copies of backup disks should be made using the Filer (DOS) (except when you
use the Duplicate /LIB 1/ or /LIB2/ Option in the File Management Menu). Refer
to Appendix C if you are unfamiliar with the method for duplicating disks.

7- 10

CHAPTER 8-SEARCHING AND EDITING TEACHER FILES

CEiAnnEE EnOTir

SEARCHING AND EDITING TEACHER FILES

When you use the SEARCH A FILE option to bring up a Teacher File on the screen,
a student record in that file can then be edited. You can check in a book by simply
deleting it from the file, or you can change the fine if you discover the book has been
lost, for example. If a student has changed classes, the student's entire record can
be moved to a different Teacher File. You can also change the spelling of a student's
name, in case of an error. In fact, the only thing you should not change is the
student ID number.

To look at a Teacher File, go to the File Management Menu by using your password
from the Main Menu. Put the Teacher Disk that has the file you wish to examine in
Drive 2. When you choose Option 3, SEARCH A FILE, you will see the prompt

f WHICH FILE? N

_ J

Respond by typing in the teacher code, for example /TCH1/ADA1 (Just ADA1 on
the Atari). When you press RETURN, the screen will show you the name of the
file you asked for and ask you to verify:

^/TCHI/ADAI ^

IS THAT CORRECT?

_ J

(On the Atari, it says D2:ADA1.) After you press Y and RETURN, Drive 2 will
operate and the first ten or twelve student names, with any books they have checked
out, will appear on the screen. To see the rest of the file, scroll the screen by
pressing the CTRL key and the down arrow.

8-1

CHAPTER 8-SEARCHING AND EDITING TEACHER HUES

To exit from the SEARCH A FILE option, press Control-Q on the Apple, BREAK
on the Atari. Now you will see this prompt:

(SHALL I SAVE YOUR CHANGES? ^

V_ J

If you made any changes, you should save them by pressing Y, then RETURN. If
you did not make any changes, or you made a mistake you do not want recorded,
press N and Return (BREAK on the Atari) again. In either case, you will be
returned to the WHICH FILE? prompt. Press Control-Q and Return or BREAK
one more time to be returned to the FILE MANAGEMENT Menu.

EDITING A STUDENT RECORD

Let’s say a student has lost and paid for a book. You need to make this change in the
file for Mrs. Adams' period 1 class: Remove GONE WITH THE WIND from
Rachel Brown's record. From the File Management Menu again select Option 3,
SEARCH A FILE, and type ADA1 in response to the WHICH FILE? prompt.

After you bring the file up on the screen, scroll the names upward by using die
down arrow until you have the cursor on BROWN, RACHEL. The top four lines
of your screen would look like this:

r BROWN, RACHEL ADA 1 8 0 N

072

0072 GONE WITH THE WIND MITCHELL
03 09.45 10/05/84

V_ J

Move the cursor down two more lines so that it is over the student ID number
preceding the title of the book. Press the DELETE key. (On the Atari, hold down
Shift while you press Delete.) The book title will disappear from the screen. At this
point the record on the disk has not been changed, however. To save the change to
the disk file, press Control-Q (Break on the Atari), and then, in response to the
prompt, type "Y" and press RETURN. The disk drive will operate as the change is
saved.

8-2

CHAPTER 8-SEARCHING AND EDITING TEACHER FILES

For another example, suppose that a student has reported a book as lost, but has not
yet paid for it. You want to stop the fine from incrementing, but keep in the
Teacher File the amount the student owes for the book. Call up the file as before and
position the cursor over the first character on the line with the book title. This is
actually the student ID and will have the same significant digits as the number
directly above it.

On the Apple: Hold down the Control Key while you press "I" (for check In). Now
when the Overdue List is printed, the book's name, price and any fine owed will be
followed by an "R" telling you that the student does not owe a book, only a fine.

On the Atari: Press the inverse video key (Atari key) on the lower right-hand
comer of the keyboard, then type over the first number of the Student ID number so
that it appears in inverse video. The book will appear in Italic type telling you the
book no longer must be returned.

To change the spelling of a student’s name or the amount of a fine, position the
cursor over the characters you wish to change, and simply type over with the
desired characters.

To delete a fine, without deleting the book, position the cursor over the first
character of the fine which follows the date due, then type a RETURN followed by
spaces over the rest of the fine (you'll notice that the RETURN key does not cause a
return, but prints a special character).

To add a fine, type the amount of the fine immediately (no spaces) after the last
character of the date due. This must be followed by a RETURN.

For all of these changes, the record of the file on the Teacher Disk must be rewritten
to preserve the changes. Press CONTROL-Q or BREAK to exit the file and the
screen prompt becomes:

(SHALL I SAVE YOUR CHANGES? ^

V_^

If you type "Y" and press RETURN the disk drive will operate as it rewrites the ;:
file. If you do not type Y, your changes will be lost and the WHICH FILE? prompt
will appear again. After you make changes, you should back up the disk, since the
changes are only made on one disk.

8-3

CHAPTER 8-SEARCHING AND EDITING TEACHER FTT.F.S

MOVING A STUDENT RECORD

If a student changes to another teacher's class, here is the procedure for changing
his/her record from the previous teacher's file to the new teacher’s file:

1. In Drive 2 insert the teacher disk which has the file containing the student's

name. If the student’s new teacher is on a different disk, that disk should be
in Drive 1.

2. From the File Management Menu select Option 3, SEARCH A FILE, and bring

up the file of the student’s previous teacher.

3. Using the up/down arrow keys (use Ctrl if you have an Atari), position the

cursor on the student's name. Then with the right arrow, move the
cursor on top of the first letter in the teacher code.

4. Type over the old teacher code with the one for the new teacher. Be sure to

designate the period number.

5. Press the ESCape key. This will cause one or both of the disk drives to operate
as the student record is written to the file of the new teacher. The student's
name and titles of books checked out will disappear from the screen. The
record has been deleted from the file in memory, but the disk file has not
been updated yet.

6. Exit as usual. Now you will see this prompt:

(SHALL I SAVE YOUR CHANGES?

V_ J

Since you wish to delete the student from this teacher's file, you should type "Y" and
press RETURN. The disk drive will operate and the student’s name and any books
checked out to that student will be deleted from the original teacher file. Now you
are again given the prompt:

C WHICH FILE? ^

V_ J

To verify that the record has been moved, bring up the file of the student's new
teacher. (On the Atari,if the new teacher’s file is on the disk in Drive 1, move that
disk to Drive 2 first.) Scroll down to the end of the file using the down arrow key
and there you will find the record of the student you moved.

8-4

CHAPTER R—SEARCHING AND EDITING TEACHER FTT.F.S

You may make several changes in a teacher file before saving these changes back to
the disk. If you wish to leave a file without recording any changes, exit by typing
"N" in response to the prompt, and you will be returned to the WHICH FILE?
prompt.

You may then search another file or return to the FILE MANAGEMENT Menu by
pressing the Control-Q or BREAK key once again.

CLEARING THE RECORD OF A LEA VING STUDENT

When a student checks out of school during the semester, with the Automated
Library II Program you no longer have to depend on his/her truthfulness to clear
the library record. If you search the teacher file before signing the clearance card,
you will not have any unpleasant surprises after the student has left the school.

After a student has left the school, the librarian has several options relating to
his/her file record.

1. Leave the student's name in the file and do nothing.

2. Move the student’s record to a "ZZZ1" Teacher File. If anyone attempts to use

the old ID number, the book charged will be assigned to this file and the
librarian will be alerted. For example, the student may reenter and use his
ID card again.

3. You can, of course, delete the student’s record completely.

The option you choose is dependent on how many students leave and enter school in
a year. It is best to keep the student’s record on the disk, because you know which
card is being used to check out books. The problem is that this may overburden the
computer if a substantial number of students leave or enter.

PRINTING A TEACHER FILE

You may wish, occasionally, to print a teacher file. For example, after a class visit
to the library, die teacher might like to have a list of the books checked out. To
achieve this, choose Option 6, PRINT A FILE. You will be asked

r WHICH FILE? N

^ _ >

8-5

CHAPTER 8-SEARCHTNCi AND EDITING TEACHER FTT.F.S

Type the name of the file you wish to have printed. An example for the Apple might
be /TCH2/JON3 for Jones' 3rd period class on teacher disk 2. (On the Atari the
same file would be D2:JON3.) Be sure the disk in in the disk drive, and the printer
is turned on, as the file will immediately begin printing.

The ability to search, edit, and print files gives the librarian complete control over
the student records which the computer has entered into the data base. After the
charging desk procedures are running smoothly, there will only rarely be a need for
printing files. In the beginning stages of automation, however, it should give the
librarian confidence to know that this system makes it possible to locate and correct
human error.

8-6

CHAPTER 9-CHANGING STUDENTS TO NEW CLASSES

CIHIAIPTEE MME

CHANGING STUDENTS TO NEW CLASSES

There are two situations where a student must be changed to a different class from
the one the Student ID Bar-Code was originally printed for:

1. If the student has a program change out of his/her library records class.

2. At the mid-year change of classes.

Program changes during a semester are simple to achieve by searching and editing
the teacher file of the student’s original class. This procedure to move a student to a
new class is explained in detail in Chapter Eight and are repeated below. The
student ID bar-code does not have to be re-printed since the Program matches the
student to the correct teacher file by ID number only, and the ID number has been
moved to a new teacher file.

MOVING A STUDENT RECORD

If a student changes to another teacher’s class, here is the procedure for changing
his/her record from the previous teacher's file to the new teacher’s file:

1. In Drive 2 insert the teacher disk which has the file containing the student's

name. If the student's new teacher is on a different disk, that disk should be
in Drive 1.

2. From the File Management Menu select Option 3, SEARCH A FILE, and bring

up the file of the student’s previous teacher.

3. Using the up/down arrow keys (use Ctrl if you have an Atari), position the

cursor on the student's name. Then with the right arrow, move the
cursor on top of the first letter in the teacher code.

4. Type over the old teacher code with the one for the new teacher. Be sure to

designate the period number.

5. Press the ESCape key. This will cause one or both of the disk drives to operate
as the student record is written to the file of the new teacher. The student’s
name and titles of books checked out will disappear from the screen. The
record has been deleted from the file in memory, but the disk file has not
been updated yet.

6. Exit as usual. Now you will see this prompt:

r SHALL I SAVE YOUR CHANGES? >

_ J

9-1

CHAPTER 9—CHANGING STUDENTS TO NEW CLASSES

Since you wish to delete the student from this teacher's file, you should type " Y" and
press RETURN. The disk drive will operate and the student's name and any books
checked out to that student will be deleted from the original teacher file. When a
student record is moved to a different teacher file, the human-readable characters
on the bar-code ID will have the old teacher code, but this will not affect the
operation of the Program.

Program changes resulting from the start of a new semester are also best handled by
changing each student’s teacher code as it is recorded on the Teacher Disks. This
will not only make it unnecessary to re-type all of the student IDs, but will also
eliminate the problem of having to distinguish between bar-code IDs of two
different semesters.

It will be necessary to get new class lists from the teachers as soon as the semester
settles down enough for them to be accurate. In the meantime, however, circulation
can safely continue right through the semester change, since you will always be able
to locate a student once the Teacher Files have been edited to reflect the new classes.

You may want to work out your own method for changing the Teacher Files. One
procedure that has worked well is to bring up the each file on Teacher Disk 1 by
using the SEARCH A FILE option, then, with all of the student programs at hand, to
change the Teacher Codes for each of the students in that file as they come up on the
lists. You can safely change one class before you press BREAK and RETURN to
record the changes to the disks. Remember the general rule of using
computers—Save your work often .

TYPING NEW STUDENT ID BAR-CODES

With the beginning of a new school year, new student ID bar-codes will have to be
typed for the new ID cards. Unless you are too close to the 9999 limit to get through
another year, continue on with the same sequence of ID numbers rather than
beginning again with 0001. This will prevent two ID numbers from being the same
in case a bar-code ID from last year should slip through. There are two ways to
accomplish this. Either continue to use the same /LIB1/ disk which will assign the
next ID number automatically, or look at the NEXTNUM file on the old /LIB1/ with
the SEARCH A FILE option. The NEXTNUM file contains the next student ID that
the computer will assign.

9-2

CHAPTER 9-CHANGING ST UDENTS TO NEW CLASSES

It may be helpful to mark the new student ID bar-codes in some way so that they can
be instantly distinguished from last year's IDs. One librarian has suggested a small
rubber stamp with a code word that could be used to mark one end of the bar-code
ID label. Alternatively, you can draw down the right side of the IDs with a colored
felt pen with a different color for every year. This can be done before the IDs are
peeled off the backing paper, and so is very quick to do. Be careful to draw well
away from the bar-code, to allow room to start and stop the wand.

Remember to make photocopies of the sheets of student ID labels before they are
distributed to students. These photocopies can be read by the bar-code reader and
will provide a backup for students who have forgotten or lost their ID cards.

9-3

CHAPTER 10—BIBLIOGRAPHIES and INVENTORY

ClfflAIPTEE TEN

CREATING BIBLIOGRAPHIES

The AUTOMATED LIBRARY II Program provides you with an efficient method
for creating, printing, and storing bibliographies. You will also be able to edit and
update your bibliography files to delete lost or outdated books and to add new ones.

MAKING A BIBLIOGRAPHY FILE

A Bibliography can be created on any disk except a Teacher disk. For example, you
may wish to create bibliographies on a special disk which you label "BIBLIODISK",
or you may wish to place several common bibliographies on /LIB2/ so that you can
print them during the day without changing diskettes.

From the library shelves, select the books you want listed and bring them to the
computer. Load the AUTOMATED LIBRARY II Program into the computer and
use your password to get to the File Management Menu. Select Option 4, CREATE
A BIBLIOGRAPHY, and you will see this prompt:

- s \

PLEASE PUT THE BIBLIODISK IN D2.

THEN TYPE THE FILE NAME TO SAVE TO.

_ J

Put your disk in the drive, and type any name you want to call the file. If you’re
using an Apple, the disk volume name can be anything you desire, but remember to
write the name on the disk so you can remember it!

File names on the Bibliodisk must follow the same rules as any other disk files.
These are explained in detail in your Disk Operating System (DOS) Manual.

On the Atari:

1. File names can be up to a maximum of eight letters and numbers, a period, then

an extension of up to three more letters or numbers. Example:
FILENAME.EXT

2. They must begin with a letter, and all letters must be upper case.

3. No spaces are permitted, and no characters other than letters and numbers and

one period.

10-1

On the Apple:

1. Path names must be /volume name/file name. The file name can be up to a

maximum of fifteen letters and numbers including periods. If you have
subdirectories (don't worry if you don't know what this means; you don't
need it) you can use the entire pathname. Example:

/B IB LIODISK/M Y STERIES

2. They must begin with a letter, and all letters must be upper case.

3. No spaces are permitted, and no characters other than letters, numbers and

periods.

(Only on the Apple.) The Program will save a title for the Bibliography, and print it
out each time you print the Bibliography. Type in a title, and press Return.

READ THE BOOK TITLES WITH THE WAND.
PRESS OONTROLQTOQUrT.

Plug in the reader-wand and arrange the books in the order that you wish them to be
printed on the bibliography. This is important since the program will not sort or
alphabetize them for you.

Read the book ID bar-codes just as if you were checking in the books. From time to
time Drive 2 will operate as the book data is written to the disk file. Exit the normal
way.

PRINTING A BIBLIOGRAPHY

When you are ready to print your bibliography, place the disk in Drive 2 and check
to see that the printer is ready. In the File Management Menu, go to Option 6,
PRINT A FILE. After you press RETURN you will see the prompt,

CHAPTER 10-BIBLIOGRAPHIES and INVENTORY

Type the filename you gave to this particular bibliography. As soon as you press
RETURN again, the printer will begin to print out your file.

EDITING A BIBLIOGRAPHY FILE

To delete books from a bibliography file, you must go to the SEARCH A FILE
Option from the File Management Menu. Again place your Bibliodisk in Drive 2
and after the prompt,

fWHICH FILE?

V_ J

type in the filename of the file you wish to edit. After you verify the filename and
press RETURN, the beginning of the file will appear on your screen with the
cursor in the upper left comer.

To delete a book, use the arrow keys to position the cursor over the beginning of
the first line of the book title. Press the DELETE key (use SHIFT-DELETE on
the Atari). The title will disappear from your screen. Exit the normal way, then
type 'Y' and RETURN to write the file to the disk without the deleted title.

To add a title to a bibliography file, Select Option 4, CREATE A
BIBLIOGRAPHY. When the prompt, WHICH FILE? appears on the screen, type
the name of the file you wish to add to. Then just read the titles of the books from
the bar-codes using the bar-code wand. These books will be appended to the
original file.

If you wish to re-order the books simply use the SEARCH A FILE option, and
DELETE the books and re-insert them in the correct order as described in
Chapter 8- Searching and Editing Teacher Files. Of course, you can also simply
type over any information in the file if you wish to make changes.

10-3

CHAPTER 10-BIBLIOGRAPHIES and INVENTORY

INVENTORY

Inventory is taken using the bibliography function of the Automated Library II. In
order to take inventory effectively, every book in the libraiy should be bar-coded,
or you should be ready to bar-code the few remaining books without bar-code.

Basically, inventory is taken initially by creating bibliographies of each section in
the library. These bibliographies will serve as a shelf list which can help compare
inventory with a previous shelf list. Subsequently, future inventories are
performed by creating new biliographies of the same sections of the library, and by
using the compare inventory function.

The Compare Inventory function will ask you for the names of the two bibliography
files, and then will compare all the books in one with all the books in the other. The
program will then print out the title "MISSING BOOKS" followed by all the books
which appear in the older file which are not in the new one (presumably because
they are lost). Following that will be the title "NEW BOOKS" followed by a list of
all the books which are in the newer file and not in the old (because they were
purchased since the last inventory).

Bibliographies which are created for the purpose of taking inventory should be on
separate disks, since the entire inventory of a library will take up several floppy
diskettes. Also you should make copies of each diskette since you will be storing
them for up to a year for use in the next inventory. Finally, Bibliography files
should be no more than 5GCf books maximum, since that is all the information the
computer can retain in memory at one time.

Use your password to go to the File Management Menu, and select option 9,
COMPARE INVENTORY. You will see the following prompt:

/-N

COMPARE INVENTORIES.

PLEASE TYPE THE PATHNAME OF THE OLD FILE.

V_ )

As the program requests, type in the pathname of the old file, that is the file which
represents the older version of the shelflist for the section you wish to compare.
Use the whole pathname, e.g. /INVENTORY85/SECTION1. Press RETURN.

10-4

CHAPTER 10-BIBLIOGRAPHIES and INVENTORY

PLEASE MAKE SURE THE PRINTER IS READY,

AND TYPE A HEADING FOR THE INVENTORY.

As soon as you press RETURN, the program will print the heading, so check that
the printer is on and ready. Then type the heading, and press RETURN. You will
then be asked for the name of the new file:

( PLEASE TYPE A PATHNAME FOR THE NEW FILE.

Type the pathname of the new file, followed by RETURN. The computer will then
read in both the old and new files, and print a list of the newly purchased books
(under the heading NEW BOOKS), followed by a list of the books in the old file
which have been lost (under the heading LOST BOOKS).

APPENDIX A-SOLVTNG PROBT .KMS

AIPIPMMX A

SOLVING PROBLEMS

Any system which is sophisticated and complex provides the opportunity for
problems. Also, any problem becomes more critical the greater your dependency
on the system. We have worked very hard to limit the apparent complexity of the
system, which should help you avoid some problems. Problems will occur,
however, and this section is intended to help you work through them.

The most im portant th ing to remember is that vou have backup data,
and that you haven't lost anything vet. If you approach the problem calmly
and methodically you will recover and things will once again be running smoothly.

WHY THE PROGRAM REPORTS PROBLEMS TO YOU

If you are using floppy-disks, most of the problems you will have will be disk
problems. The AUTOMATED LIBRARY II is quite unforgiving of disk errors.
There is a good reason for this. If the Program detected a disk error and then
ignored the problem and proceeded anyway, a book or perhaps several could be lost
forever because the computer could not read the disk and no one would know.
Therefore, whenever a disk error is encountered, you are warned that it has
occurred and requested to take some action. The Program always makes backup
data of your Daily Disk to protect your records against such losses (the LIB2 disk).
You should also be keeping at least two (although we recommend fivei additional
sets of backup data by cycling /LIB2/ through the backup disks. That is, at the end
of each daily update, use a new /LIB2/ and then use that /LIB2/ for the following
day. Do this each day of the week, and then use the first one again on Monday.

Then you will have a /LIB2/ for each day of the week.

/LIB1/ or ALIB2! ERROR

During normal daily operations you may get an error on /LIB1/ or /LIB2/ while
you are checking books in or out, or doing some other operation with just those two
disks. When this occurs a message appears on the screen informing you of the error
and on which disk it occurred. Make a note of this, but continue with the work you
are doing until there is a break in the work flow (lunch, no class, etc.)

The program varies somewhat here between computers.

On the Atari, disk copying is always from drive 1 to drive 2. This is done so that
you will always be in the habit of copying one way, and you won’t accidentally
copy a blank disk to a good one. When you have a break in your work, go to the
File Management Menu and choose Option 7, DUPLICATE DAILY DISKS. If
the error occurred on the backup Daily Disk 2, simply put a new disk in Drive 2
and press RETURN. The program will format the disk in Drive 2, and then
proceed to make a copy of die files on Daily 1 and write those files to the new
Daily 2.

A-1

APPENDIX A-SOLVING PROBT .RMS

If the error occurred on Daily Disk 1, remove that disk and set it aside. Take the
backup Daily Disk from Drive 2 and put it in Drive 1 so that it becomes your
new Daily 1 disk. Now put a new disk in Drive 2. Again when you press
RETURN the program will format the disk in Drive 2 and copy the data from
the files on the disk in the Drive 1 to the new backup disk.

PLEASE NOTE: It is a good idea to put a write protect tab on the disk you are
copying from to insure that you do not destroy your backup disk. This is a
highly recommended habit to get into.

On the Apple, ProDOS does not distinguish between disk drives, so you can copy
from and to any drive. However, protection is afforded by the volume names.
You must type in the source and destination drives for the program. If you type
1,2 for example, the program will copy files from the volume /LIB1/ to the
volume /LIB2/, regardless of which drives they are in. On the Apple, the disk
must already be formatted. It is a good idea to have spare formatted diskettes on
hand, but if you do not, simply select option 8, exit to Filer. When you get the
prompt, insert /LIB1/ and press RETURN. Use the Filer to format and name a
new daily disk, then quit and re-enter The Automated Library II.

Select option 7, Duplicate Daily disks. You will be presented with this screen:

r TYPE THE SOURCE, DESTINATION N

1,2 FOR LIB1 -> LIB2
OR 2,1 FOR LIB2 -> LIB1.

PUT BOTH DISKS IN THE DRIVES,

THEN PRESS RETURN.

v_ J

Follow the prompt, and the computer will duplicate the important files on the
Daily disks (the important files are CKI, CKO, STID, and FINE; the other files
can be created at the next Daily Update.) This will not copy ProDOS, the
program, or any of the other files you have on /LIB1/ or any Bibliographies on
/LIB2/. The best way to copy these is to use the file copy option in the Filer.

At a convenient time you can reformat the disk that gave the error message and
use it again as backup Daily 2. If an error occurs again with that same disk, it is
best to retire it to less critical use than in this program.

APPENDIX A-SOLVING PROBT .FMS

If you continue to get errors from the same disk drive in spite of using new
disks, you may have a faulty disk drive. Note (and mark) which drive is causing
the problem and try switching the drive numbers, changing Drive 1 to Drive 2
and vice versa. If the same drive continues to have errors, it should be taken in
for service.

THE WRONG DISK IS IN THE DISK DRIVE.

This prompt appears usually when you try to check out or in a book and a
Teacher disk is in the disk drive. However, you may be checking out a book, and
the correct disk is in the drive. The computer has detected a disk error, but in
fact the computer has misinterpreted the error. For example, when you begin to
check books out or in, if a disk error occurs immediately, the computer assumes
that the wrong disk is in the drive and therefore prompts you to put in the
correct one. If the correct disk is already in the drive, it means that the disk or
the disk drive has had an error.

First try exiting to the main menu, and then start over as if nothing had
happened. (On the Atari, check all the I/O cords between the disks and the
computer to be sure they are firmly plugged in.)

If the problem persists, replace the disk with a new one and use the
DUPLICATE DAILY DISK Option as described in the previous section.

Finally, if you continue to get the same error, then one of the disk drives is
probably not working correctly and should be serviced.

DAILY UPDATE DISK ERROR

You cannot recover from this error by continuing with the Daily Update. To do
so would very likely cause loss of data from the data base. Therefore, the
following procedure must be used:

1. Stop the update. (Turn off or RESET the computer.)

2. Copy the Teacher Disks from the previous day and use these new copies for your

Teacher Disks.

3. Copy Daily Disk 2 and use the copy in place of Daily Disk 1 .

4. Run the Daily Update again from the beginning.

If an error occurs again, then copy the teacher disks and the Daily 2 backup disk
from two days previous and use these copies to run the Daily Update again. This
will give you an error-free copy of yesterday's data. To get today’s transaction
data, copy today's Daily 2 disk once more and run the Daily Update another time.

If the Daily Update still will not complete its run, it is very likely that you have a
disk drive that requires service. Here are some emergency measures you can take:

APPENDIX A-SOLVING PROBLEMS

--(On the Atari only: Reverse the drive numbers using Drive 2 as Drive 1. If one of
your drives is badly off speed, it may work (temporarily) in the other
position. To reverse the drives, refer to your owner’s manual.)

—On the Apple: switch the diskettes, so the Daily disk is in drive 2 and the Teacher
disk is in drive 1.

—Turn off the disk drives and try to run the Daily Update again, with new copies,
in the morning when the drives are cool.

If everything you try does not get you a good disk to run the Daily Update, and if the
Daily update always stops with the same Teacher file displayed on the
screen, it is a good bet that the file shown on the screen is the one causing
the problem. As a last resort, print out the data in that file, delete the file
from the teacher disk, and then run the Daily Update without that file. If
everything goes OK, you will have to re-enter all the data for that class
again:

Make new Student ID's for the students.

Using option 3, Search a File, change the ID numbers to the same numbers
as before.

Verify that all the books in that class get checked in, as they will not
appear on the overdue list.

TEACHER DISKS OUT OF SEQUENCE FOR THE DAILY UPDATE

On the Apple: The computer will reject the wrong teacher disk. Re-start the Daily
Update.

On the Atari: If the teacher disks are updated out of order, the only harm will be
that the Overdue List for the day will not be in alphabetical order. The
problem will correct itself the next time the Daily Update is run. It could be
corrected immediately, of course, but that would require copying all of the
Teacher Disks and the Daily 2 and then running the Daily Update again.

BACKUP TEACHER DISKS WERE USED FOR THE DAILY UPDATE

If by accident you have used last night's Teacher Backup Disks in place of the
regular Teacher Disks, no damage has been done and you should complete the Daily
Update with the set of backups. But remember, the regular Teacher Disks are now
the only up-to-date set of backups that you have. Do not use them until you have
made copies, or until you have backed up today's set.

APPENDIX A-SOLVTNG PRORT .RMS

A BAR-CODE WILL NOTREAD CORRECTLY

If a book or student ID bar-code will not read correctly after several tries,

check the following:

—Is the wand plugged in firmly? You should be able to see the tiny red light in the
tip.

—Will the wand read other bar-codes that you know are good? If so, then look

closely at the problem bar-code. It may be smudged, written on, too light,
or printed too close to one end. Printing a new bar-code for that book or
student should solve the problem.

—If there is no red light in the tip with the wand plugged in and the computer on, or
if the wand will not read any bar-codes, then have the wand serviced at a
Hewlett Packard Service Center.

CPLIASI

THERE ARE NO CIRCUMSTANCES WHICH JUSTIFY THE USE OF THE BACKUP
DISKS EXCEPT TO MAKE COPIES. The possible loss of data is just as serious as if,
under the previous system, vandals had broken into the library and destroyed all of
the book check cards in the check out file. With the AUTOMATED LIBRARY II
such data loss will never happen if the accuracy of the backup disks is always
maintained through correct procedures.

APPENDIX B~ SYSTEM FILE NAMF.S

AIPIPEMOnX IB

SYSTEM FILE NAMES

All files used by the Automated Library II are standard DOS format text files. We
have used this format to make it easier for you to manipulate your data base. If you
choose to use a word processor to change or edit the files, any word processor that
uses standard DOS format should work.

A word of caution, however Word processors are not especially conscientious
about the integrity of your database. They do not prevent you from storing one
teacher file on top of another, thereby losing an entire class of data. Also, if a word
processor gets an error while reading or writing the disk, it may not tell you, and
then you can lose partial files without any idea that it has happened. This occurred a
few times during system testing of this program, and clearly indicated the need for
the SEARCH A FILE option.

Since the files provided are in standard DOS format, you may want to write a
BASIC program which manipulates the files in some way. You may write a
program which prints the files differently, perhaps with a header, or perhaps which
alphabetizes the files differently. Remember to use backup disks for these programs
until you are sure they are completely error free!

Files on the Teacher Disks have been described in detail in preceeding chapters.
They are named with the three letters and one number that Identifies the name and
period of that class. These names are assigned by you when you use the CREATE A
TEACHER FILE option. Remember that the file name is preceeded by the volume
name when using ProDOS.

Files on the Bibliodisk are named by you when you respond to the prompt in the
CREATE A BIBLIOGRAPHY mode.

Files on the Daily Disk are created automatically by the program when it initializes
the disks. Following is a list of the file names used in the AUTOMATED LIBRARY
II with a brief description of the contents and purpose of each file. The
parenthetical comments are there to remind you of the pathnames for the disks if
you are using the Apple.

APPENDIX B~ SYSTEM FILE NAMES

/LIBI/and /LIB2/

NEXTNUM: The next student ID number which will be used by the program when
printing student ID bar-codes. The number sequence begins whenever /LIB1/ is
initialized. If it ever becomes necessary to restart with a new /LIB1/, the
NEXTNUM can be determined by looking at this file on the last used /LIB 1/.

CKI: This is the books-checked-in file. When the Daily Update is run, the books in
this file on Daily disk 1 are deleted as matches are found for the titles in the Teacher
Files. During the beginning stages of staff training you may want to look at this file
to compare it with the books on the check-in book truck. After the Daily Update is
run, you may want to print out this file to determine what is causing leftovers in it.

CKO: The books-checked-out file. During the Daily Update entries in this file also
are deleted from Daily Disk 1 as matches are found in the Teacher Files for the
student ID numbers attached to the titles checked out. When the Program is first
installed, the librarian can check on the accuracy of the charging desk procedures by
comparing the contents of this file with the book check cards in the check-out file.
Also, leftovers in this file can be examined to find out why no match could be found
for the student ID's in the Teacher Files.

STID: This file is where newly printed student ID numbers with their teacher codes
are stored until they are added to the correct Teacher Files during the next Daily
Update. Leftovers in this file are almost always caused by a teacher code for a
non-existent period, or a misspelled teacher code. Use the SEARCH A FILE mode
to make any needed corrections. The leftovers will then be correctly assigned
during the next Daily Update.

FINE: Here you will find the file of students who have paid part of a fine. Entries
in this file are added by using mode 5) FINE PAYMENT from the Main Menu. If
the desk worker forgets to use this mode, or makes an error in the amount, the file
can be edited in the usual way, using option 3, SEARCH A FILE.

PASS: This one line file stores your confidential password for accessing the File
Management Menu. Looking at this file will not help you if you forget your
password, however, since you cannot get to the SEARCH A FILE option without the
password.

B-2

APPENDIX B~ SYSTEM FILE NAMES

/LIB1/ ONLY

SUMM: This the summary of the day's circulation broken down by Dewey number,
fiction, Media and periodicals. To get a printed copy, use the PRINT A FILE
option. Respond to the WHICH FILE? prompt with /LIB1/SUMM (or
DlrSUMM on the Atari).

OVER: This is the daily Overdue List. It is normally printed through the use of
Option 5 on the File Management Menu. This file cannot be edited with the
SEARCH A FILE mode, as it is too long to fit in the Computer.

OCHEK: This file contains the ID numbers of students with overdue books. It is the
source of data for the part of the Program that flashes a screen warning to prevent
students with overdues from checking out additional books without the librarian's
permission. There is no need to edit this file since it is updated every day from the
Overdue List.

On the Apple //e only:

ProDOS, LIB.SYSTEM, and DATA: These are the system programs which you
run when you load the program into the computer. DATA is used by the
LIB.SYSTEM program to load only.

FILER: This program (licensed from Apple for distribution with The Automated
Library II) is the Apple ProDOS file utility program which lets you copy files, list
directories, or format disks. It is included on /LIB1/ so that you may easily move
back and forth between the Automated Library II and Filer without swapping
diskettes.

DRIVERS: This File consists of only two letters, which you provide the first time
you load the program. The letters designate which printer and which printer
interface you have. If you change printers or interfaces, or computers, simply
delete DRIVERS from /LIB1/ using the Filer, and then re-load die program. You
will be asked for your printer and interface codes, which will then be written to
disk.

B-3

APPENDIX C-USING DOS. AND HARD DISKS

AIMPWIMX C

USING DOS, AND HARD DISKS

MAKING COPIES

The making of backup disks for protection against loss of data is a daily routine for
everyone who makes serious use of a computer. In the AUTOMATED LIBRARY
II, a backup of the Daily Disk is made automatically while the Program is running.
Backups of the Teacher disks, however, must be made each day after they are
updated by the Daily Update.

Copies of disks should also be made whenever the Program detects a disk error and
gives the operator an error message on the screen.

The method for duplicating disks is given in your DOS Manual and several other
sources. It is summarized here for your convenience. Since Atari Dos and the
ProDOS Filer programs are so different, the procedure is presented is separate
sections. Please ignore the information which does not pertain.

C-1

APPENDIX C-USING DOS. AND HARD DISKS

Atari users:

We recommend that you use Atari DOS 2.0S with this program. If you have an
Atari 1050 disk drive that came with Atari DOS 3.0, you can substitute DOS 2.0S
for all functions except dual density. This program has not been tested with Atari
dual density or with any other disk drive manufacturer's double density mode, and
therefore none of these can be recommended.

LOAD DOS

To "boot" DOS, insert in Drive 1 a disk containing a copy of Atari DOS 2.0S. Basic
should be removed from the system either by removing the Basic cartridge from an
Atari 800 or 1200XL, or by holding down the Option key on an 800XL. Turn the
computer off, wait 3 seconds, then turn it on again. In a few seconds the DOS menu
will appear on the screen.

r DISK OPERATING SYSTEM II VERSION 2.0S ^

A. DISK DIRECTORY

B. RUN CARTRIDGE

C. COPY FILE

D. DELETE FILE(S)

E. RENAME FILE

F. LOCK FILE

G. UNLOCK FILE

H. WRITE DOS FILES

I. FORMAT DISK

J. DUPLICATE DISK

K. BINARY SAVE

L. BINARY LOAD

M. RUN AT ADDRESS

N. CREATE MEM. SAV

O. DUPLICATE FILE

SELECT ITEM OR

RETURN

FOR MENU

FORMATTING DISKS

If you are using new (previously unused) disks, they must be formatted before they
can be used by the computer. Remove the DOS disk from Drive 1 and insert a new
disk. Select item I. FORMAT DISK, press RETURN, and follow the prompts. If
you are using disks that previously have been used in this program, it is not
necessary to format them again before using them to make duplicates. (However, if
the disk has caused a disk error message, reformatting that disk may correct the
problem and permit the disk to be used again.) If you came here from Chapter 2,
and you are just starting, format 3 more disks, and then go back to Chapter 2.

C-2

APPENDIX C-USING DOS. AND HARD DISKS

DUPLICATING DISKS

With your formatted disks ready, select item J. DUPLICATE DISK and follow the
screen prompts. The first prompt is:

^DUP DISK-SOURCE, DEST DRIVES? ^

_ J

You type 1,2 and press RETURN. The prompt becomes:

(Insert both disks, type return

V_ J

momentary lapse of concentration and type 1,2 and then put the source disk in Drive
2 and the destination disk in Drive 1 and press RETURN, your source disk will be
written over and you will lose any data on it. If it was your only backup disk, you
would not be able to recover the lost data. This happens with computers quite often.

There is only one sure protection against such operator error: Insist that no disk be
duplicated until a write-protect tab is placed over the write-protect notch of each
source disk before it is duplicated. (The tab must be removed again after the disk is
copied if that disk is to be used to record additional data.)

Of course, putting a write-protect tab on every disk before copying it is a nuisance
and a rule that may be conveniently forgotten, so here are some other procedures
which will help to avert disaster.

1. Make it a habit always to copy from Drive 1 Iq Drive 2.

2. Cycle your backup disks in such a way that there is always an additional
backup copy that is never more that one day old.

3. If your disk drive has a write-protect switch on the front panel (e.g. the
Indus drive), use it whenever backups are made.

C-3

COPYING FILES

The full response is D1:FILENAME,D2:FILENAME. You may omit Dl: and the
copy program will assume Dl. You may also use the asterisk as a "wild card" in
place of the file names to be copied. For example,

*.*,D2:

will copy all of the files, one at a time from the disk in Drive 1 to the disk in Drive
2. If you are notified of an error on one file, then that file may be copied from
another backup disk, thereby completing your data base again.

APPENDIX C-USING DOS. AND HARD DISKS

LOAD DOS

APPLE ProDOS:

To "boot" DOS, insert in Drive 1 a disk containing a copy of ProDOS. Turn the
computer off, then turn it on again. In a few seconds the BASIC prompt will appear
on the screen. To run the Filer, type -FILER (type the dash). Alternatively, you can
enter the Filer directly from the Automated Library II by selecting option 8 from
the File Management menu, or by pressing Control-Q and Return when the Title
Card is shown on the screen. You will be presented with this screen from the Filer:

* ************** ***************************

* APPLE’S PRODOS SYSTEM UTILITIES *

* FILER VERSION 1.0.1 *

* *^^>^^*^**** *♦♦♦*♦ ****♦"**♦ *

?-TUTOR

F-FILE COMMANDS
V - VOLUME COMMANDS
D - CONFIGURATION DEFAULTS
Q-QUIT

PLEASE SELECT AN OPTION:

FORMATTING DISKS

If you are using new (previously unused) disks, they must be formatted before they
can be used by the computer. Remove the DOS disk from Drive 1 and insert a new
disk. Press V for VOLUME COMMANDS and you will see this screen:

a#ca|es|e9|cs|c»|ca|es|ca|ca|c)|caffeaic>|ca|ea|c»|c9|c>|ea|ea|cafcatca|ea|cafte«|ca|ca|ea|ea|ca«ca|ca|ca|cafe»|ea|es|ca|cs|cs|c

* VOLUME COMMANDS *

******************************************

?-TUTOR

F - FORMAT A VOLUME
C-COPY A VOLUME
L-LIST VOLUMES
R - RENAME A VOLUME
D - DETECT BAD BLOCKS
B - BLOCK ALLOCATION
K - COMPARE VOLUMES

SELECT AN OPTION OR <ESC>:

__ J

C-5

APPENDIX C-USING DOS. AND HARD DISKS

Type F for FORMAT A VOLUME, and you will be asked for the slot and drive
numbers. Type the appropriate responses, and when asked for the NEW VOLUME
NAME, type the volume name according to those listed in Chapter 2. The volume
names are:

/LIB1

/LIB2

/TCH1

/TCH2 (...if you need more than one teacher diskette, you can go up to
/TCH9.)

When asked, insert the diskette you wish to have formatted, press RETURN, and the
diskette will be formatted for you.

When using a hard disk: You must have a hard disk which can be partitioned
into separate volumes, and you should format the volumes just as you would regular
floppy disks. Also, these volumes must not be in a subdirectory, because the
Automated Library II looks for volumes only at the highest level. You can have all
the volumes mounted at once, after they are formatted. If you have a hard disk
which can only support two volumes, make them /TCH1/ and /TCH2/. This will
allow you to have your whole data base on the hard disk, and will give you the most
benefit from the speed increase during the daily update. If your hard disk allows 3
or more mounted volumes, make one /LIB1 /, but leave /LIB2/ as a floppy disk. The
reason for this is that /LIB2/ is strictly used as a backup, and it should be separable
from the rest of your data.

DUPLICATING DISKS

When using a hard disk: remember that the reliability of a hard disk is much

higher than a floppy, and so your data probably does not have to be backed up
every day. You must decide how much you would lose if your hard disk did
break, and accordingly, how often to back it up. The Filer will not copy a
hard disk volume to a floppy disk, so you must use the file copy option
instead. Select F, FILE COMMANDS from the first menu, and C, COPY
FILES from the FILE COMMANDS menu. Your destination diskette must
already be formatted. Type the entire pathname, using the equals sign (=) to
tell the computer to copy all the files on the disk, e.g. from (/LIBl/= ) to
(/LIB 1 BACKUPS).

C-6

APPENDIX C-US1NG DOS. AND HARD DISKS

Floppy disks: When you wish to back up an entire floppy disk, (for example the
Teacher disks after a Daily update) you should use the COPY A VOLUME option in
the volume commands menu, select C, COPY A VOLUME, and type the source slot
and drive, and the destination source and drive. The destination diskette does not
have to be formatted first, as the Filer will format the diskette anyway. Insert the
disks and press RETURN, and the Filer will ask you if you want the new disk
named the same as the source. Simply press RETURN and the disk will be copied
exactly.

momentary lapse of concentration and mistake the source and destination drives,
your source disk will be written over and you will lose any data on it. If it was your
only backup disk, you would not be able to recover the lost data. This happens with
computers quite often.

1. Make it a habit always to copy from Drive 1 IQ Drive 2.

2. Cycle your backup disks in such a way that there is always an additional
backup copy that is never more that one day old.

COPYING FILES

There may be occasions where a disk cannot be duplicated because it has damaged
sectors in one or more files. You should use one of the backup disks to recover your
data if this happens. However, if your back up disks aren't recent, or don't work, it
may be possible to salvage most of the data on the disk by copying it to another disk,
file by file. Select F, FILE COMMANDS from the first menu, and C, COPY FILES
from the FILE COMMANDS menu. Your destination diskette must already be
formatted. Type the entire pathname, using the equals sign (=) to tell the computer
to copy all the files on the disk, e.g. from (/LIBl/= ) to (/LIBlBACKUP/=). If
you are notified of an error on one file, then that file may be copied from another
backup disk, thereby completing your data base again.

C-7

APPENDIX C— 11.9TNG DOS. AND HARD DISKS

When using a hard disk:

You can copy the Automated Library II program and the Filer program to your
hard disk for easier access. This makes it very easy to move back and forth between
the programs. Create a volume on the Hard disk with the name "/LIB1/", and copy
the programs to it. The program name for The Automated Library II is
LIB.SYSTEM. If you can boot from your hard disk, you can make The Automated
Library II the startup application by having ProDOS on the Disk, and by leaving the
name as LIB.SYSTEM. You must also have the file DATA on the/LIB 1/ volume.

Option 8 in The Automated Library II will now load the Filer from the hard disk
when you choose. Simply press RETURN again when the program asks you to
insert the program disk (leave all the volumes mounted all the time, if possible. If
this is not possible, at least leave /LIB1/ mounted.)

To exit the Filer and run The Automated Library II, press <esc> until you see the
first menu, and then press Q for Quit. The prefix should say /LIB1/ (it’s on the
bottom line of the box at the top of the screen). Type LIB.SYSTEM and press
RETURN. This will cause the Filer to load and run the Automated Library II.

When you are running the Daily Update with a hard disk, the program still prompts
you to mount the required disks when it needs them. Since the disks are mounted all
the time, you only need to press RETURN when a prompt comes up to insert the
next teacher disk. When you wish to search a file, you do not need to remove or
insert any disks, simply type in the full pathname of the file you wish to edit.

If you get a hard disk in the middle of a semester: You will be able to
continue running even better than before. Simply create all the volumes on the hard
disk and format them as described above. Then copy all of your disks to the hard
disk volumes. You are now ready to run just as before, but the program will
automatically utilize the speed, and power of the hard disk.

You will find that the program runs much the same on the hard disk as on the
floppys, making it easier to keep on going, even if you start using a hard disk in the
middle of a semester. The only differences you will notice are that everything will
load much faster, and the daily update will run much faster. In addition, you will
not have to remove and replace floppy disks to get the correct one in when you want
to search a teacher file for example, and you will not need to back up your disks so
often, which will save you some time every day.

C-8

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